MEETING MINUTES
MINUTES
REGULAR MEETING OF THE BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
APRIL 24, 2003
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, April 24, 2003, in the Central Library pursuant to due notice to trustees. The following members were present: Daniel T. Roach, Chairman; Annette A. Juncewicz, Secretary; William P. Brosnahan; W. Lawrence Buck; Phyllis A. Horton; John B. Long; Elaine M. Panty; Abdul H. Raoof ; Judith K. Summer; Wayne D. Wisbaum; Robert J. Plache, Trustee Emeritus; George M. Zimmermann, Trustee Emeritus. Excused: Rebecca L. Mahoney, Vice Chair; Sharon A. Thomas; Raul Vazquez.
Chairman Roach called the meeting to order at 4:02 p.m. in the Joseph B. Rounds Conference Room.
Agenda Item B - Approval / Changes to Agenda. The agenda was approved as submitted.
Agenda Item C - Minutes of the Meeting of March 20, 2003. On a motion by Ms. Horton, seconded by Ms. Panty, the Minutes were approved as mailed.
Agenda Item D - Report of the Chair. Chairman Roach mentioned the Board Committee appointments, which had been distributed in the Board packet, and entertained a motion for approval.
Agenda Item D.1 - Committee Appointments. On motion by Ms. Horton, seconded by Ms. Summer, the 2003 Committee Appointments were approved as presented.
Agenda Item E - Committee Reports.
Agenda Item E.1 - Executive Committee. The Executive Committee did not meet in April.
Agenda Item E.2 - Budget & Finance Committee. Deputy Director Kenneth Stone explained budget and finance resolutions.
Agenda Item E.2.a - Amend 2003 Budget: County Legislature Member Aid. A member aid item for $1,010 from Legislator Michael Ranzenhofer will support public computer training at the Newstead Public Library. Legislator Jeanne Chase designated member aid of $5,000 for small exterior improvements at the North Collins Public Library. After motion by Ms. Panty and a second by Ms. Horton, the resolution was approved unanimously.
RESOLUTION #2003-16
WHEREAS, Erie County Legislator Michael Ranzenhofer has designated $1,010 to the Newstead Public Library to support public computer training, and Legislator Jeanne Chase has designated $5,000 to support small exterior improvements at the North Collins Public Library, and
WHEREAS, pursuant to an agreement entered into many years ago, Erie County is responsible for funding local branch libraries situated within localities throughout Erie County, andWHEREAS, 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 allocation requires a change to the contracts with the above libraries, and
WHEREAS, pursuant to section EIGHTH of the 2002 contracts, these changes may be implemented by resolution and transmitting a revised Exhibit A to reflect same, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library accept the Legislative funds for the Newstead ($1,010) and North Collins ($5,000) Libraries, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve a budget amendment to the 2003 budget to allocate revenues of $6,010 into SFG# 8209734206863200 (Inter-fund Subsidy) and expenditures into SFG department account 820973420, in the amounts and object accounts shown below:
Legislator Library Amount Use SFG# Ranzenhofer
Newstead
$1,010
Computer Training
830-154
Chase
N. Collins
$5,000
Exterior Impv.
830-172
TOTAL: $6,010, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the North Collins Public Library to retain any funds that may remain at the end of the improvement until such time as they are needed to offset future aid reductions or increased State Retirement expense, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library strongly suggests the North Collins Public Library retain these funds for the above purposes as the State Budget picture for 2003 is still 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 each library to implement the change.
Agenda Item E.2.b - 2004 Erie County Capital Project Requests. Mr. Stone explained the B&ECPL's capital requests. Included were $5 million for library materials, $1,250,000 for Phases 3 and 4 of the Central Library Renovation Project, $1,600,000 for Central Library escalator replacement, $40,000 for a new shipping van, $25,000 for a replacement pickup truck and $100,000 for equipment and furnishing improvements. Ms. Summer made a motion to adopt the resolution. Ms. Horton seconded, and the resolution was approved unanimously.
RESOLUTION 2003-17
WHEREAS, on March 24th, the Library received the Erie County Division of Budget, Management and Finance's 2004-2009 Capital Budget preparation instructions, and
WHEREAS, completed applications must be returned to the County Division of Budget, Management and Finance by April 25th, providing a limited time for application preparation and review, and
WHEREAS, the Board of Trustees of the Buffalo & Erie County Public Library's adopted strategic plan Expanding Horizons provides the guidelines needed to develop the Library's capital project requests, and
WHEREAS, staff developed proposed projects that work to implement Expanding Horizons recommendations and update ongoing projects, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library hereby directs staff to prepare and submit 2004 Erie County Capital Project requests for the following funding:
- Library Materials Purchases in the amount of $5,000,000 in 2004, with an annual price cost adjustment of two percent for 2005 and future years, in keeping with the County Budget Office's 2001 shift of funding source to transfers from the Tobacco Capital Budget accounts established by the County Comptroller;
- Central Library Interior Renovations Phases Three and Four in the amount of $1,250,000. Based upon preliminary results from the space design study conducted by Habiterra Design Group. These funds would be further supplemented by private fundraising and grant requests to improve service quality, efficiency, effectiveness and develop the Central Library as a "downtown destination";
- Materials Shipping/Delivery Truck Replacement - $40,000 to replace the 1992 vehicle, which has over 200,000 miles and is no longer reliable;
- Maintenance Pickup/Snowplow Replacement - $25,000 to replace the 1992 vehicle, which has extensive rusting and will not be reliable for use in snowplowing branches; and
- Equipment/furnishings improvements, replacements and upgrades - $100,000, and be it further
RESOLVED that the Board of Trustees of the Buffalo & Erie County Public Library expresses its support for requests that may be submitted by the County Public Works Department to address Central Library Mechanical Equipment and Building needs not covered by the above requests, and be it further
RESOLVED that the Director transmit the requests to the County of Erie's Division of Budget, Management and Finance.
Agenda Item E.2.c - Monthly Financial Report. The monthly Financial Report for the period ending 3/31/2003 was included in board packets for information. In response to a query from Mr. Brosnahan, Mr. Stone reported fine revenues continue to track at the lower end of the projected range.
Agenda Item E.3 - RENEWAL Committee. In Ms. Mahoney's absence, Director Michael Mahaney reported on the public meeting held on March 20th. The RENEWAL Committee met again after the public meeting, and Committee members also met with Deputy County Executive Carl Calabrese to further explore the South Buffalo project.
Agenda Item F - Report of the Director. Mr. Mahaney reported Assemblyman Brian Higgins sent a letter of endorsement for the South Buffalo construction project. He also received a letter from Ann Burns, wife of Jim Burns. The family is grateful for the resolution adopted by the Board in memory of Mr. Burns.
Included in the Board packet were Goals and Objectives for 2003. This is the Library administration's vehicle to demonstrate performance and success for the year. Mr. Brosnahan felt the Goals were very ambitious given the financial constraints the Library System is operating under and complimented staff.
The Director displayed the April 2003 architectural issue of American Libraries, which features a color photograph of the Newstead Public Library.
Mr. Mahaney reported bids for the North Jefferson Library were opened the previous week. Although the bids came in slightly above the available budget, it may be possible to secure additional monies and commence construction this year. If the project does proceed, it will be the Board's responsibility to provide funds through Erie County for library materials, furnishings and equipment. Trustees will receive more information on this project as it progresses.
The following report was submitted by the Director and transmitted to Board members prior to the meeting.
National Library Week Festivities: The B&ECPL celebrated National Library Week, from April 6th to 13th, with a special promotional campaign and a variety of informative and entertaining events for all ages. Through this important observance, the B&ECPL worked to generate greater awareness of all the services that libraries provide to the community, as well as address long-held stereotypes surrounding the librarian profession. To address these goals, the B&ECPL is conducting a promotional campaign entitled, "Librarian Life: Not Your Typical Librarian Anymore!" Posters featuring four different B&ECPL librarians (Dan Caufield, Christina Kaulbach-Stosuy, Mary Ann Ozimek and Sharon Holley) engaged in a variety of dynamic or atypical activities were distributed to schools, cultural organizations and businesses throughout the area. A related exhibit is on display in the Central Library. Feedback from the community regarding this campaign has been very positive.
As a special National Library Week presentation, Bistro Bookers featured former United States Congressman John J. LaFalce on April 9th. Approximately 150 people visited the Central Library's Ring of Knowledge to hear LaFalce's candid and timely remarks about Bob Woodward's book, Bush at War. Earlier that afternoon at the same site, actor Vincent O'Neill opened the Spring 2003 Grosvenor Concert Series with lyrical Celtic readings to celebrate both National Library Week and National Poetry Month. The concert series is sponsored by the Library Foundation of Buffalo and Erie County, Inc.
2003 Trustee Workshop: On April 12th, trustees and directors from 15 of B&ECPL's 22 contract libraries, along with members of the B&ECPL Board and administration, assembled at the Central Library for the annual trustee workshop. This year's effort was a true collaboration, with representatives from ACT participating in planning the agenda and sharing much of the expense. Also contributing funds to defray costs were the Library Foundation of Buffalo and Erie County, Inc. and each individual participant, who provided a modest registration fee. Every member of the B&ECPL administrative team had a role in the agenda, whether in a light-hearted presentation that debunked System myths or more fact-based presentations on the budget and evolving information technology. Luncheon speaker Stanton H. Hudson of Canisius College addressed the roles and responsibilities of the public library trustee. An optional tour of the Central Library followed the formal program and several trustees took advantage of the opportunity to explore the 400,000 square foot headquarters of the B&ECPL. Trustees Phyllis Horton, Elaine Panty, Judy Summer and Bill Brosnahan represented the B&ECPL Board.
Budget Updates: On March 18th, State Comptroller Alan Hevesi announced his plan to address impending Retirement System cost increases. Hevesi's plan differs in significant ways from the Governor's proposal, announced last month. According to the Comptroller's announcement:
The new plan will require employers to make a minimum contribution of 4.5 percent of payroll every year, including years in which the investment performance of the fund would make a lower contribution possible… The contribution for a given fiscal year will be based on the value of the pension fund on the prior April 1. That means that State and local governments payments for fiscal year 2003-2004 will be based on the value of the pension fund as of April 1, 2002 rather than April 1, 2003. As a result, payments would remain the same in FY 2004 as they were in FY 2003, except that, because the FY 2003 payments were very low, the 4.5 percent minimum would now apply.
The Comptroller's plan would reduce the retirement cost increase from $1.2 million above the 2003 budgeted amount (the estimate if rates increased to 11 percent of salary) to less than $200,000 above the 2003 budget. The Governor's plan (discussed in last months report) would result in a retirement charge even closer to the Library's 2003 budgeted amount.
The most significant difference between the two plans occurs in 2004 and beyond. The Governor's proposal would provide more gradual changes in retirement rates for 2004 and beyond while the Comptroller's proposal shifts much of impact to the 2004 budget, likely resulting in a substantial increase in 2004 expenses.
Advocacy efforts directed towards the State Comptroller's Office would be helpful. Encouraging the Comptroller to modify his proposal to further reduce rate volatility could help avoid future major swings in tax and/or service level impacts. One method to accomplish this would be to expand the Retirement System's current practice of averaging gains and losses of a portion of the System's equity investments over a five-year period, known as "five year smoothing" to the maximum portion allowable under Government Accounting Standards Board (GASB) standards for public retirement plans.
Compounding fiscal uncertainties, the Library still faces the prospect of an approximate $500,000 reduction in 2003-2004 State Aid. Advocacy efforts to NYS Senators and Assembly members urging restorations are critical.
While the final amounts of New York State Aid and Retirement System charges will not be known for several months, staff continues to take action to minimize their impact. B&ECPL administration is following and has encouraged contracting library leadership to follow these steps, as well:
- Continue efforts to control hiring, which may involve extending vacancy periods, filling vacancies with alternative titles where advisable, filling vacancies through internal promotions rather than external hiring (where feasible and practical)
- Closely monitor utilities to reduce consumption and expenditures
- Apply fine policies consistently, being fair but firm
- Work on Contingency Plans and Impact Statements if reduced resources in 2004 (and beyond) dictate the need to restructure
Youth Services Workshop: A full-day in-service for B&ECPL youth services providers was held on March 26th. The morning session included two guest speakers. Carrie Russell, Copyright Specialist from the American Library Association's Office for Information Technology Policy, discussed "Copyright Issues In Public Libraries." Elaine Casler, Coordinator, Center for Applied Technologies in Education (SUNY Buffalo), presented "New York State Learning Standards and Public Library Collection Development." The afternoon session included the presentation of System programming standards developed by the Youth Services Planning Committee, practical "Table Talks" with program ideas to share and a tour of the new LEAD Training Lab. This workshop was funded through the B&ECPL training budget and generous contributions from the B&ECPL Librarians' Association and John Fallon, CEO of TUTOR.com.
Gates Training Grant: Late in 2002, the B&ECPL joined other libraries across New York State to participate in a Bill and Melinda Gates Foundation Grant program. The New York State Library received $257,700 to provide instruction for public library staff who assist with public-access computer training. The focus of the grant is to develop a "team" of trainers, one from each library, who in turn will train staff in various areas. Under the leadership of B&ECPL training coordinator Mary Ann Ozimek, core trainers from various libraries throughout the System have conducted two workshops, "Tools for Training" and "Inside Secrets: PC Troubleshooting and Tips." Still to come in the month of May is "Accessibility Software for the Visually Impaired." In connection with the Accessibility Software workshop, all 52 B&ECPL libraries will receive ZoomText on at least one computer per library. ZoomText is the leading software program designed to assist the visually impaired. Members of the B&ECPL core training team include: Peter Arnold (Audubon), Mary Ann Budny (Riverside), Daniel Caufield (Central Business/Science), Melissa Casolina Dal Bo (Central Business/Science), Pat Forsberg (Orchard Park), Tim Galvin (Kensington), Dorinda Hayes (Fronczak), Linda Rizzo (Cheektowaga South Branch) and Britt White (e-Branch/Training Lab). Thanks to staff and to department heads and contract library directors for encouraging and allowing staff to participate.
Librarians Receive Technology Update: On April 9th, at a System-wide meeting for all librarians, Deputy Director CIO Shirley Whelan, Office of System Public Services Administrator Carol Batt, Training Coordinator Mary Ann Ozimek, e-Branch Manager Carey Casserta, webmaster Brian Fending and Assistant Deputy Director Lucille DeFranks previewed various new aspects of technology that will be introduced over the next several months. Among them are Citrix, the new Gates public access model and Webfeat. Also participating were Steve Paradise and Ghil Ghilman of Western New York Computing Systems, the firm responsible for implementing B&ECPL's Citrix project.
B&ECPL Librarians Reach out to Schools: On March 13th, Deputy Director COO Ruth Collins and LEAD Lab librarian Jessica Ewing attended a meeting of the Buffalo School Librarians' Association. One of many such outreach efforts, this was a forum for the promotion of the new LEAD Technology Lab and the student tutoring which is available on-line through "Live Homework Help" at all Buffalo branch libraries. On March 24th, B&ECPL Manager of System Youth Services Chris Moesch, along with youth services librarians, Kelly Shepherd, Kerra Toepfer and Gwen Collier, participated in the Buffalo School Librarians' Conference, "No Child Left Behind @ Your Library," at WNED-TV. Staff 'book-talked' 22 recently published titles and made a presentation highlighting the summer "Battle of the Books" program. Branch managers Dorinda Hayes (Fronczak) and Sandra Williams Bush (North Jefferson) participated in the Great American Read Aloud Program at Build Academy on April 11th.
RENEWAL Project: On the evening of March 20th, the third of a series of public meetings to gauge community support for a new library construction project in South Buffalo was conducted at the Tosh Collins Community Center. Responses from attendees were overwhelmingly favorable. On April 2nd, RENEWAL Committee Chair Rebecca Mahoney, the Director and Deputy Directors Ruth Collins and Ken Stone met with Deputy County Executive Carl Calabrese to consider imminent actions required to advance a County-funded construction project. Later that day, Mr. Calabrese indicated that County "tobacco" funds would be released to underwrite up-front costs, and Erie County's Office of Budget and Management and Public Works Department were poised to assist the Library in this important demonstration project. A resolution to endorse the concept will be on the Board's April 24th agenda.
Central Library Renovation Staff Meetings: On March 6th and 11th, three informational sessions were conducted to update staff on the progress of the Central Library renovation project. Deputy Director Ruth Collins, as well as several members of the staff team who are working closely with the Habiterra Design Group, made presentations. In addition to discussing construction issues, emphasis was placed on how the physical renovations would reflect a redefinition of public service in the Central Library. Staff made several worthwhile suggestions. As part of the pre-construction phase, the Special Collections and Music Departments have been merged. Information assistance is provided now from one reference desk by staff who are cross-trained in both of the former departments.
Fine Revenue Update: March 2003 System-wide receipts totaled $111,427.31, which represents an increase of $38,155.25 -- 52% above the $73,272.06 collected in March 2002. Year-to-date collections, including adjustments, now total $313,190.01, which is an increase of $103,845.73 -- 50% above the $209,344.28 received in the same 2002 period. These results continue to track near the lower end of the $400,000 to $600,000 range of increase anticipated in 2003's budget. Deputy Director CFO Ken Stone will continue to monitor and report revenue results.
Citrix Pilot Begins: On March 25th, the new public access computing model was unveiled in the Popular Materials Department of the Central Library. The Children's Department was converted the next week, followed by the Crane Branch. These locations are serving as pilot sites for the Citrix technology that is being used to provide up-to-date versions of software (e.g., Microsoft Windows XP, a web-based resume program and Mavis Beacon typing tutor). Several new educational games are also available for younger children. Staff now utilize a web-based booking control program that allows greater functionality for signing patrons on to computers as well as retrieving print jobs for the public. This migration to Citrix will allow the use of thin client technology to minimize the cost of replacing and updating public access computers. The reaction of patrons and staff to the new model is extremely positive. Western New York Computing System technicians will spend much of April refining the model and smoothing out rough spots. To confirm and improve test results, an additional pilot is planned at the City of Tonawanda Public Library. If deployment is successful, plans are to schedule the remaining 49 libraries in rapid succession.
Sirsi Super Conference-2003: Last month marked the first combined Sirsi/DRA user conference since Sirsi acquired DRA (the B&ECPL's library automation vendor) in October 2001. Deputy Director CIO Shirley Whelan, Assistant Deputy Director Lucille DeFranks and Support Services Manager Ann Kling joined more than 800 other DRA/Sirsi customers in St. Louis to learn more about Sirsi's products and projections. Favorably impressed with the numerous programs and demonstrations, as well as with the detailed discussions with Sirsi staff and users, the three returned recommending that B&ECPL enter into concerted negotiations with SIRSI concerning migration from soon-to-be obsolete DRA Classic System to Sirsi's Unicorn software.
Dusty Book Reports: As promised, the first of the "Dusty Book Reports," (Dusty Fiction) was distributed to all libraries on April 9th. These reports are an invaluable collection management tool for staff. By listing material that has not circulated in at least 18 months, staff can review the items to determine whether they have outlived their usefulness. Clearing the shelves of such material improves the appearance and quality of library collections. Support Services personnel collaborated with Network staff to prepare and generate the reports. This is the first of multiple "Dusty Books" reports expected to be issued in 2003.
Career Fairs: On March 27th, Central librarians Suzanne Colligan and Amy Pickard presented public librarianship as a career choice at the Niagara Frontier Industry Education Council's 21st Annual Career Fair. Middle and high school students and their parents took advantage of the opportunity the Fair provides to discuss various careers with working professionals. Suzanne and Amy brought posters created for National Library Week showcasing B&ECPL's multi-talented, unabashed librarians. Fairfield Library manager Peter Lisker appeared at the Bennett High School Career Day on March 21st. Forty-five students learned about librarianship through that presentation.
Patent & Trademark Training Seminar: Librarian Bruce Weymouth of the Central Library's Business, Science and Technology Department attended the annual weeklong conference in Washington, D.C. Especially valuable was a daylong workshop on trademarks. With the recent increase in trademark activity at the library, the information Mr. Weymouth shares with his colleagues will be very timely and beneficial.
Notable Programs: The Department of Extension Services and the North Jefferson Branch Library assisted in bringing genealogist and author of Black Roots, Tony Burroughs, to the Central Library's Mason O. Damon Auditorium on March 27th. Both Sandra Bush, Manager at North Jefferson, and Sharon Holley, Extension Services Administrator, are members of the sponsoring organization, Buffalo Genealogical Society of the African Diaspora. On March 18th, the North Park Branch held an "Upstairs/Downstairs Pajama Party." Upstairs, 30 children (third grade and up) wrote and illustrated their version of If You Give a Mouse a Cookie, while downstairs there was a Pajama Party with bedtime stories for 37 children grades two and under. Everyone, including librarians Shelle Schnell and Kathy Goodrich, wore their pajamas and Channel 4 taped the event for the evening news broadcast. On March 25th, local author Julianna Free Hand spoke at the Crane Branch Library. The fascinating talk on researching her family history, entitled "300 Miles Out of Australia: The Only Woman on Board," included slides, a video and photos. She also donated an autographed copy of her book to the library. On March 29th, members of the Antecesores organization conducted a special program on making Taino musical instruments at the Niagara Branch Library. The workshop was the last segment of Nuestras Raices 2002-2003. Between 35 and 40 children (ages six and older) attended this program, which featured Puerto Rican Craft Artist Edwin Gerena. The participants constructed primitive instruments and were given the opportunity to "perform" for the audience throughout the three-hour session. Snacks and drinks were provided by the organization.
Unique Library Friends: On March 15th, Norbert Prus, great grandson of deceased Polish writer Boleslaw Prus, updated his library card registration at the Fronczak Branch, which owns many of the elder Prus' books. Recently, the Riverside Branch was visited by realtor Gilbert Horohoe, founder of Horohoe Realty. He brought in a substantial number of circa 1930s photographs depicting "historic" Riverside streets, businesses and homes, along with a written history of the area. A display is being planned to showcase these items in May.
In the News: A color photo of the ongoing "Dear American Hero" program at the East Delavan Branch appeared in the March 21st edition of The Buffalo News. Librarian Jude Jacobs has sent the originals of the letters, written in memory of the astronauts who died on the space shuttle Columbia, to the Johnson Space Center.
It's a Tie! In the past, libraries often lagged behind retailers when it came to getting popular new material on the shelves by the release date. Recently, this has become less of an issue. Distributors are getting new hot titles to libraries a few days in advance of the release date, so the library has time to get them processed and out on the shelves on or near the same date they are available for sale. The B&ECPL is happy to report that the VHS and DVD versions of the second title in the very popular Harry Potter series were available in stores and at the LIBRARY on the official release date, April 11th. Thanks to the efforts of the staff in Support Services, more than 200 copies were received, cataloged, processed for circulation and distributed to libraries for pick up by the public the same day the title was on the shelves in bookstores and video outlets.
Miscellaneous Meetings and Appearances: On March 27th, the Director, Deputy Director Ruth Collins, Central Library Administrator Peggy Skotnicki and Librarian Elaine Barone (representing the Rare Book Room and Special Collections Department) attended a fund-raising reception to celebrate the acquisition of a site for Buffalo's Mark Twain Museum. On March 27th, the Director was interviewed by radio personality Bob Hill in a public affairs program that aired on Infinity Radio Stations several times over the weekend of March 29th to March 30th. On April 9th, the Director met with Barbara von Wahlde, Director of University Libraries at UB, to discuss the status of B&ECPL/Library Foundation collaborations (Huck Finn CD-ROM, rare book cataloging) with UB's Poetry and Rare Book Room.
Agenda Item E.4 - Benefits Committee, taken out of agenda order. Ms. Summer reported the Committee met the previous day and completed its review of the benefits package for unrepresented contract library employees. This review deals with very complex issues, and it takes time to achieve consensus. Legal counsel must then approve the language. The report is currently being finalized, and the Committee is hopeful the Board will have sufficient time to study the document and approve it at the May meeting. After approval, it will be distributed to contract library boards for their comments. Eventually this Memorandum of Understanding will accompany the annual contract library contracts.
Agenda Item G - Report of the Foundation Director. Ms. Vedder was not in attendance at the meeting. Her written report noted contributions in memory of Jim Burns, new Foundation Directors, "Hit the Books" Summer Reading Program, the Adventures of Huckleberry Finn CD-ROM project, Trustee Workshop and B&ECPL funding support.
Agenda Item H - Public Comment. Chris Fahey, Erie County Legislator Mark Schroeder's representative, stated the overwhelming majority of comments received regarding the South Buffalo initiative have been favorable. Legislator Schroeder is in support of this project providing that it is adequately funded and continues to be sensitive to the needs of the community as the design and site selection process moves forward.
John Klukowski, Sr. of Cazenovia Street in Buffalo felt many South Buffalo residents are not aware that the proposed plan would result in closing the Dudley and Cazenovia libraries, and he thinks a majority of residents prefer the status quo. The Cazenovia Branch should be made handicapped accessible. He is worried the shuttered library buildings would become neighborhood eyesores. Mr. Klukowski thinks two library buildings are more accessible to patrons than one new building would be.
Elizabeth Berry, President of Save our Libraries, lives across the park from the Cazenovia Branch. She feels information provided at the public meetings was inadequate. Dudley and Cazenovia are both successful libraries, and she believes renovation work could address some of the shortcomings of those buildings. She stated that the SOL organization has collected over 1,100 signatures from people opposed to the proposed South Buffalo Library construction project.
Jeffrey Gauthier, a young student, would like the RENEWAL Committee to keep both Cazenovia and Dudley libraries open. He suggested that money proposed to be spent on building a new library building be donated towards helping keep schools open.
Paul Hammond, a lifelong resident of South Buffalo, attended two public meetings regarding the proposed new library in South Buffalo. He feels that some of the people who signed petitions opposing this project simply didn't understand it. Many residents who attended the meetings said they were initially against it, but after learning more about the project and considering the potential, Mr. Hammond believes the majority of people in South Buffalo are interested in moving forward with the project.
Mary Martino, South District Council Member, said she previously had been adamantly opposed to merging two libraries in exchange for one new library. However, she now realizes that in order to provide services to all constituents, things must be done differently. She has received numerous phone calls from concerned residents on this topic and stated that after she explained the situation to people, they are, in fact, in favor of the idea.
Architects have assessed Cazenovia to determine the feasibility of making the facility ADA accessible. The only alteration possible would eliminate useable space inside the library. It is not possible to retrofit this building. It would be very costly, and the City of Buffalo cannot afford it. The community has outgrown the building. Ms. Martino visited new libraries that the B&ECPL has approved for suburban areas and doesn't understand why anyone would be opposed to providing this type of service. Cazenovia has computers, but due to cramped space, patrons cannot concentrate and library materials are inadequate. Residents will relinquish two buildings, but in return will gain a big, beautiful library with an atmosphere more conducive to educating students. It will provide better services, which are desperately needed to bring the district up to 2003 library standards. She concluded her remarks by commending the Board for working together to propose this project for South Buffalo residents.
Agenda Item I - Unfinished Business. No unfinished business.
Agenda Item J - New Business.
Agenda Item J.1 - CLA Grant Application. Deputy Director Ruth Collins informed trustees this annually recurring New York State grant supports staff and collection development at the Central Library. It is requested that the Board approve this grant and appropriate unexpended balances from prior years. Mrs. Collins said the correct dollar amount on line 3 of the fourth paragraph of the resolution should be $98,110. On motion by Ms. Panty and seconded by Dr. Raoof, the following resolution was approved as amended:
RESOLUTION 2003-18
WHEREAS, the Central Library Aid grant, composed of the Central Library Development Aid grant and the Central Library Book Aid grant, is an annual New York State statutory grant aimed at assisting central libraries in developing collections and providing services to their systems, and has provided funding for many years, and
WHEREAS, each year an application must be transmitted to the State to receive these funds, and
WHEREAS, the 2003 budget adopted by the Library Board of Trustees anticipated $375,585 of the proposed 2003 Central Library Aid grant amount but could not at the time anticipate either the total amount of the 2003 grant or the amount of prior year funds remaining at the end of 2002, and
WHEREAS, the Buffalo & Erie County Public Library Board of Trustees desires to move forward with the 2003 Central Library Aid programs, including applying the $98,110 prior year balances to the CLDA grant, now therefore be it
RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees approves the application, including reallocating prior year balances, for the State-funded Central Library Aid grant, and be it further
RESOLVED, that the Library Director transmit the completed Central Library Aid grant application to the State Division of Library Development.
Agenda Item J.2 - Parent and Child Grant. Mrs. Collins requested Board approval to apply for a Parent and Child Services grant. If funded, this grant will allow the B&ECPL to initiate a new 2-year program to assist parents in their efforts to prepare children to read and succeed in school. The program will target families in Buffalo where poverty and illiteracy rates are high. The B&ECPL will partner with EPIC (Every Person Influencing Children) to present programs at neighborhood libraries and the Central Library that are aimed at increasing family literacy. On motion by Ms. Juncewicz and seconded by Mr. Buck, the resolution was unanimously approved.
RESOLUTION 2003-19
WHEREAS, the Parent and Child Library Services NYS grant program focuses on library programs that: encourage family literacy activities, support the Regents Learning Standards, and help families use the public library as an integral part of their student's academic success, and
WHEREAS, the Library has, as part of its 5 Year Plan of Service (in Section III Youth/Educationally Disadvantaged), to partner with other agencies that share the mission to enhance literacy opportunities for parents and children, and
WHEREAS, the Library has developed a program that meets this criterion with the EPIC organization, therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves the application for a Parent and Child Services Grant for FY 2003-2004.
Ms. Panty asked if this program was the same one previously provided at city branches. Mrs. Collins said this initiative is different from the last grant. EPIC will present a series of five programs. Librarians will introduce age-appropriate literature and give parents tips on how to interest children in reading.
Agenda Item J.3 - South Buffalo Library Construction Project. Chairman Roach felt it was appropriate to state he attended all the meetings in South Buffalo and listened to the community discuss this issue. He concurs completely with Ms. Martino's remarks as well as with those made by Mr. Hammond and Mr. Fahey. He believes the residents of South Buffalo are prepared to accept this improvement in library services.
Mr. Mahaney reported the RENEWAL Committee has focused much of its attention on this project. The opportunity that is proposed encompasses a great deal of thought and concern for the community. The RENEWAL Committee drafted the resolution presented today. It will enable staff to move forward, with the full authorization and approval of this Board, to explore all the possibilities this particular project affords. Ms. Summer made a motion to adopt the resolution. Ms. Horton seconded, and the following was approved unanimously:
RESOLUTION 2003-20
WHEREAS, Erie County Executive Joel A. Giambra has agreed to fund the construction of a new library building in a community whose residents are willing to exchange two libraries for a single state-of-the-art facility, and
WHEREAS, the intention of this project is to demonstrate that consolidation of human and other library resources in this manner can improve the level and quality of library service to a community, creating a model for future library development in Buffalo and Erie County and assisting in the management of rising operational expenses, and
WHEREAS, any plans for consolidation will include recommendations for re-use of vacated library buildings, and
WHEREAS, no affected buildings will be vacated by the B&ECPL until the proposed new library's construction is complete, and
WHEREAS, in interactions with elected officials and residents of South Buffalo (focus groups, public meetings, etc.), there appears to be increasing community support for this concept, and
WHEREAS, in order to pursue this opportunity further, the B&ECPL Board of Trustees must formally endorse the concept, now therefore be it
RESOLVED, that the Board of Trustees approves the concept of consolidation of resources to improve library service and better manage future operational expenses as part of a demonstration project in South Buffalo, and be it furtherRESOLVED, that the Board of Trustees accepts County Executive Joel A. Giambra's offer of funds to underwrite this construction program, and be it further
RESOLVED, that B&ECPL administrative staff are directed to work with appropriate County and City officials to advance this project, and be it finally
RESOLVED, that potential site location, building program development, etc., are subject to the terms and conditions of the Board's Guidelines and Procedures for Approval of New Library Construction.
Agenda Item J.4 - Stanley Zagora Recognition. Chairman Roach invited Mr. Zagora to step forward. He stated Mr. Zagora has been a great friend to libraries and has contributed much to the operation of the Board during his years of service, not only through his committee work, but also with his timely sense of humor. Chairman Roach presented Mr. Zagora with a plaque and read as follows:
RESOLUTION 2003-21
WHEREAS, STANLEY H. ZAGORA served on the Board of Trustees of the Buffalo and Erie County Public Library from January 19, 1989 to March 19, 2003, and
WHEREAS, he served as Secretary of the Board in 1992, and
WHEREAS, he chaired the Board's ACT Liaison Committee in 2002, the Budget and Finance Committee in 1997 and 1998, the Building Committee in 1999, 2001 and 2002, the Employee Relations Committee in 1991 and 1992, the Legislative Committee from 1996 to 1998 and again in 2000, and the Library Materials Policy Committee in 2000, and
WHEREAS, he served as a member of the Board's Buildings and Grounds Committee from 1989 to 1991 and in 1996, the Bylaws Committee from 1997 to 1999, the Community Relations Committee in 1989 and from 1991 to 1994, the Executive Committee in 1991 and 1995, the Foundation Review Committee from 2001 to 2002, the Human Resources Committee in 1999, the Investment Subcommittee from 1990 to 1991, the Planning Committee from 2001 to 2002, and the Scholarship Committee in 1989, and
WHEREAS, he represented the B&ECPL on the Board of Directors of the Library Foundation of Buffalo & Erie County, Inc, from 2000 to 2002, and
WHEREAS, STANLEY H. ZAGORA executed all of these responsibilities with faithfulness and integrity, now, therefore, be it
RESOLVED, that in recognition of STANLEY H. ZAGORA's dedication and diligence, so generously demonstrated in the service of the Buffalo and Erie County Public Library, the Board of Trustees expresses on behalf of the Library and the community at large its profound gratitude, abiding affection and deepest respect.
Mr. Zagora thanked Trustees for honoring him and said it had been a real pleasure serving on the Board. He gained an insight to the library and the employees and believes the Library is moving in the right direction with the modernization of the System under Mrs. Chrisman and Mr. Mahaney. He thanked everyone for their good wishes and good will. On motion by Ms. Summer, seconded by Ms. Panty, the resolution was approved unanimously.
There being no further business, on motion by Mr. Brosnahan, seconded by Ms. Summer, the meeting was adjourned at 4:45 p.m.
Respectfully submitted,
Annette A. Juncewicz
Secretary