MEETING MINUTES
MINUTES
REGULAR MEETING OF THE BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
MAY 15, 2003
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, May 15, 2003, in the Central Library pursuant to due notice to trustees. The following members were present: Daniel T. Roach, Chairman; Rebecca L. Mahoney, Vice Chair; Annette A. Juncewicz, Secretary; William P. Brosnahan; Phyllis A. Horton; John B. Long; Elaine M. Panty; Abdul H. Raoof ; Judith K. Summer; Wayne D. Wisbaum; George M. Zimmermann, Trustee Emeritus. Excused: W. Lawrence Buck; Sharon A. Thomas; Raul Vazquez.
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 Agenda. The agenda was approved as mailed. An amendment to Proposed Resolution #2003-26 was distributed. Mr. Stone will explain the amendment at that point in the agenda.
Agenda Item C - Minutes of the Meeting of April 24, 2003. On motion by Ms. Mahoney and seconded by Ms. Juncewicz, the Minutes were approved as mailed.
Agenda Item D - Report of the Chair.
Agenda Item D.1 - Nomination: Treasurer. Chair Roach declared
Article 2, Section 6.a. of the Bylaws states that "Vacancies among the officers shall be filled by an election by ballot at a regular meeting or special meeting, and a vote of a majority of the Trustees present shall be necessary to hold an election. No such vacancies shall be filled except after nomination at a preceding regular meeting or special meeting." Pursuant to Article 2, Section 6.a., Chair Roach nominated Trustee John Long to serve as Treasurer and entertained a motion that the Board vote on this nomination at the June meeting. Ms. Summer made the motion and Ms. Juncewicz seconded. The motion was carried unanimously, and a vote will be taken at the June meeting.
Agenda Item E - Committee Reports.
Agenda Item E.1 - Executive Committee. Ms. Mahoney reported the Committee met on May 8th and discussed resolutions before the Board, including Legislator Larson's aid to the Marilla Free Library and the Benefits Committee item. Director Michael Mahaney announced a modest increase in fees for interlibrary loan. Skateboarding on the ramp will be discouraged with signage and installation of speed bumps. Additional libraries may be interested in joining the CHR program. The LSTA grant application was discussed.
Agenda Item E.2 - Budget & Finance Committee. Deputy Director Kenneth Stone explained budget and finance actions.
Agenda Item E.2.a - Amend 2003 Budget: County Legislator Member Aid. Legislator Dale Larson allocated funds in the amount of $2,287 to the Marilla Free Library to be used for library supplies. On motion by Ms. Juncewicz, seconded by Ms. Panty, the following resolution was approved unanimously:
RESOLUTION #2003-22
WHEREAS, in April, 2003, the Marilla Free Library received payment of an Erie County Public Benefit Contract Award, sponsored by Legislator Dale Larson in the amount of $2,287, to be used for library supplies, and
WHEREAS, pursuant to an agreement entered into many years ago, Erie County is responsible for funding 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, the strong support of Legislators for the community's public libraries is appreciated and benefits those libraries and the patrons who use them, and
WHEREAS, this allocation requires a change to the contract with the above library, and
WHEREAS, pursuant to section EIGHTH of the contract, 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 authorizes amending the Marilla Free Library's contract to increase the contract's revenue and expense allocation to accommodate this $2,287 grant, and be it further
RESOLVED, that a copy of this resolution and a revised Exhibit A be transmitted to the library to implement this change.
Agenda Item E.2.b - 2002 Year-end Final Financial Report. Mr. Stone reported the B&ECPL ended the year within budget, and there is sufficient fund balance to cover commitments for 2003. Chair Roach asked Mr. Stone to update Trustees on the status of fine revenues. Mr. Stone stated fine revenues are tracking in the low to middle range of the projected increase and should result in approximately a $450-500,000 increase. Ms. Panty asked whether more library materials were being returned on time. Mr. Stone replied more materials are definitely being returned before they become overdue, in part as the result of the increase in fines. This allows materials to circulate more frequently and provides better service for all patrons.
Agenda Item E.3.a - Approve Memorandum of Understanding (MOU) for Contract Libraries. Trustee Summer, Chair of the Benefits Committee, thanked Mr. Stone and Assistant Deputy Director Mary Jean Jakubowski for their assistance with this project. The Committee's charge was to resolve inconsistencies in benefits administration for unaffiliated employees in contracting libraries. A consensus was reached on the document forwarded to Trustees. If approved, the MOU will be sent to contracting library boards for comment. The Committee will then meet to assess comments from contract library boards, and eventually a final MOU will be produced. It is anticipated the MOU will become part of the annual contracts for 2004.
Ms. Panty inquired about compensatory time. Ms. Jakubowski replied comp time can be carried forever, but no more than 80 hours can be accrued. Ms. Juncewicz made a motion to approve Resolution 2003-23. Dr. Raoof seconded, and the resolution was approved unanimously.
RESOLUTION 2003-23
WHEREAS, the Benefits Committee has been charged to standardize the benefits offered to full-time contract library employees who are not affiliated with a bargaining unit, and
WHEREAS, the Committee consisted of contract library trustees, contract library directors/managers, and representatives of B&ECPL administration and the B&ECPL Board of Trustees, and
WHEREAS, the Committee met on multiple occasions to discuss and analyze benefit issues, and
WHEREAS, the Committee has achieved consensus on issues including, but not limited to, holidays, personal leave, retiree benefits and vacation accruals, and
WHEREAS, the Committee wishes to share its proposed Benefits Package with each contracting library Board of Trustees for its perspectives, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library directs the Benefits Committee to distribute for review a draft of the proposed Benefits Package to all contracting library boards and be it further
RESOLVED, that this draft be submitted to B&ECPL legal counsel for his review and comments, and be it further
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library recognizes that the document is a proposed draft subject to further review and possible revision before its incorporation into the contractual agreement between the Buffalo & Erie County Public Library and the Contract Library, and be it further
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library expresses its appreciation to the Benefits Committee and its efforts to achieve consistency in employee benefits for full-time contract library employees.
Agenda Item F - Report of the Director. Director Mahaney commented on recent state budget developments relating to state aid for libraries. It appears the Library may lose approximately $115,000 based solely on lower 2000 census figures for Erie County. A plan to stabilize New York State retirement costs for state and local government pension contributions was approved. Although B&ECPL retirement charges will increase, the 2003 budget shortfall will most likely be manageable since the System has already made a concerted effort to reduce costs this year.
Mr. Mahaney informed Trustees that the Buffalo Public Schools annual art show is on display at the Central Library. The Art on Wheels sculpture, "US Rollin' in America," has been installed on the front ramp. On Saturday, May 17th, a program about Buffalo's bicycles will take place at the Central Library. Also on the 17th, the Library will take part in Carnival in the Park held at Delaware Park.
The Library Foundation, UPS Foundation and the NFL's Buffalo Bills will again be sponsoring the "Hit the Books" summer reading program for kids. Sammy Morris will be the Bills' spokesperson again this year.
The South Buffalo Library project is moving forward. Library staff continues to work with the County Legislature, Common Council and community members to identify a potential site for the new library.
The Buffalo Common Council has approved the North Jefferson Library project, although the City is still $500,000 short of what is needed to complete construction. The B&ECPL will cooperate with the Council to find additional funds. A groundbreaking is anticipated later this year.
The following was submitted by the Director and transmitted to Board members prior to the meeting.
B&ECPL Librarians to Join NYSUT: On May 2nd, members of the Librarians Association of the Buffalo and Erie County Public Library voted by a two-to-one margin to affiliate with New York State United Teachers (NYSUT), a federation of more than 900 local unions, each representing its own members. NYSUT's nearly 480,000 members work in, or are retired from, New York's schools, colleges, healthcare facilities and libraries. NYSUT is part of the American Federation of Teachers and also part of organized labor (AFL-CIO) and of Education International, which has more than 20 million members worldwide. The B&ECPL's current contract with the Association expires at the end of 2003. The Librarians Association has been an independent bargaining unit representing professional public librarians in Erie County since 1968.
State Legislature Adopts Budget That Restores Library Aid, Pending Gubernatorial Vetoes and Possible Overrides: Last week the State Legislature approved additions to education funding that restore library aid to last year's overall funding level. Unlike other categories of education aid, state aid to libraries has remained relatively stagnant over the past decade. The Governor's proposed cuts would have reduced library support to 1993 levels, a time when access to information via computers and the Internet - now a valued but costly service at public libraries - was in its infancy.
The Governor has indicated that he will veto major portions of the legislation, so the aid picture remains unclear until any vetoes are presented and sustained or overturned. Should the Governor's budget cuts be sustained, the B&ECPL's state aid would fall more than $500,000 below budget. Even if library aid is restored to last year's overall levels, the B&ECPL will likely see some reduction resulting from use of 2000 census data to distribute those categories of aid determined on a population basis. Since New York State's population increased 5.5% between 1990 and 2000, maintaining the per-capita funding rates in current legislation would require roughly a $2 million increase in overall state aid. If state aid remains unchanged, funding formulas will need to be adjusted. B&ECPL's situation is compounded by the fact that Erie County's population declined 1.9% between 1990 and 2000. In contrast, over the same period, New York City's population increased 9.4%. The Library's 2003 budget for state aid applied Erie County's lower 2000 census population figures and the per capita rates in current law. Should the per capita rates be lowered, B&ECPL might see a reduction of approximately $115,000 in general aid, increasing to approximately $145,000 when grants are included.
2003 State Retirement Increase Mitigation Measure Passes, Awaits Governor's Response: On May 2nd, the State Legislature adopted a modified version of the State Comptroller's plan for addressing Retirement System cost increases. The basic employer contribution rate for 2003 will be 4.5% of salary vs. what might have been, under the current law, 11%. The legislation should reduce the Library's 2003 retirement cost increase from $1.2 million above the 2003-budgeted amount (the estimate if rates had increased to 11% of salary) to less than $200,000 above the 2003 budget. Modifications to the State Comptroller's original proposal principally address the impact of retirement rate increases in 2004 (the Retirement System's 2004-2005 fiscal year). Provisions have been added to address situations when the calculated employer contribution might exceed 7% of salary, which is considered likely, given recent stock market conditions. As the legislation was approved only a few days ago, the Governor has not yet signed or vetoed the bill. Its ultimate fate is yet to be determined.
Sprockets to Rockets: Celebrating "Art on Wheels" at the Central Library: The Central Library is an official "Art on Wheels" site, featuring local artist and educator John Baker's sculpture, "US Rollin' in America." "Art on Wheels" is an art in public spaces project involving sculptures based on themes of the wheel, transportation and recycling at cultural, heritage and historic sites. Baker's sculpture, sponsored by the 21st Century Fund of the Community Foundation for Greater Buffalo, is located outside the Central Library's Washington Street entrance. Visitors can purchase the 68-page, keepsake "Art on Wheels" passport at Novel Ideas. To generate enthusiasm for the sculpture and the "Art on Wheels" initiative, the B&ECPL is presenting Sprockets to Rockets. Each month a different transportation theme will be explored through entertaining and informative programs for both children and adults. In addition, a corresponding indoor exhibition is being featured in the Central Library's "Ring of Knowledge" area. The theme for May is bicycles. On May 17th, beginning at 1 p.m., the Central Library will present a family-oriented afternoon event, Buffalo's Bicycles. June will highlight airplanes, July railroads, August automobiles, September boats and October the future of transportation.
E-Branch Makes TV Debut: On April 29th, e-Branch manager Carey Caserta appeared on Adelphia TV's Crossroads to discuss the AskUs e-mail reference service that the B&ECPL initiated in September 2002. Host Peter Andersen interviewed Ms. Caserta about how patrons access AskUs and about the types of questions the service receives. From business-related queries to student assignments, the e-Branch staff answers an average of 70 e-mail questions per week. Ms. Caserta's favorite? "How many licks does it take to get to the center of a Tootsie Pop?" (Visit http://www.tootsie.com/FAQ.html for the answer.)
Shipping Volume Continues to Increase: Popularity of patron initiated on-line requests for library materials, combined with the ability to return media items to any branch, has had a dramatic impact on the volume of library materials transported among locations. Overall, boxes of library materials shipped throughout the System increased 13% in 2002, to more than 93,000 boxes. For the six-month period after on-line requests became available, the volume increased 23% over the same period the year before! Within the Central Library, resources have been redeployed to assist the Shipping Department with this additional workload. Options to provide additional driver hours, within overall existing resources, are being explored.
Fine Revenue Results: April System-wide receipts totaled $109,081.52, which represents an increase of $34,034.79 or 45% above the $75,046.73 collected in April 2002. Year-to-date collections, including adjustments, now total $422,271.53 - up $137,880.52 or 48% from the $284,391.01 received in the same period in 2002. These results are tracking in the low to middle range of the $400,000 to $600,000 increase anticipated in 2003's budget. Monitoring continues.
City of Tonawanda Joins Libraries Testing Citrix Public Access Model: PCs at the City of Tonawanda Public Library have been upgraded using the methodology recently modified to deploy the new Citrix Public Access Model. The upgrade includes several recent enhancements recommended by the Technology Services Committee and Central Library staff as a result of pilot tests at Central and the Crane Branch. Tentative plans have been made to extend the pilot testing to five additional libraries in order to verify procedures prior to mass deployment at the B&ECPL's remaining 45 libraries.
B&ECPL to "Beta" Test Sirsi Voice Automation Software: The B&ECPL has been selected by automation vendor Sirsi to "beta" test its new Voice Automation Software that will enable patrons to renew items by phone, receive telephone notification of overdue materials and request holds quickly and economically - potentially saving the B&ECPL thousands of dollars in postage costs annually.
3M Self-Charge Evaluated: Subsequent to unacceptably high failure rates with 3M's self-charge units, Deputy Director/CIO Shirley Whelan and staff have been engaged in discussions with representatives of 3M to analyze significant hardware problems experienced at Clarence, Audubon and Clearfield. The goal is to determine the reasons for these failures in order to reduce incidents before any additional equipment is acquired from 3M. Pending the results of this investigation, the B&ECPL might be compelled to consider other vendors for future self-charge equipment purchases. Meanwhile, B&ECPL staff has worked with staff at the Clarence Public Library to relocate existing hardware to a more prominent location in order to increase its use by the public.
Youth Services Summer Program Meeting: System Youth Services Manager Chris Moesch presided over the annual Youth Services Group's Summer Program meeting on April 30th. B&ECPL librarians shared programming ideas and crafts relating to the 2003 New York State Summer Reading theme, "Picture This, Imagine That - Read!" Local performer Nan Hoffman presented her children's music program, and Melinda Piehler demonstrated parts of her popular puppet show. A craft supply "swap," where participants exchanged items they no longer used, was very successful. Latest details of the UPS/Buffalo Bills' Summer Reading Program, "Battle of the Books" and staff Intranet were released. Updates about the 2004 New York State Summer Reading Program (which B&ECPL staff is creating for statewide use) were presented, including the news that the program will receive an additional $180,000 for promotion!
On a Musical Note: On April 12th, Raya Then, Manager of the Special Collections/Music Department, delivered a presentation to the OperaBuffs of Western New York on the musical treasures contained in the Library's collection. From March through May, the Buffalo Music Hall of Fame has collaborated with the Library to present Strings 'n Things: A Musical Experience for Children featuring Miss Peggy Milliron on guitar and vocals. Extension Services Administrator Sharon Holley and staff have scheduled performances for the Central Library Children's Room and all Buffalo branches.
Special Libraries Association Conference: Librarians Dan Caufield and Bruce Weymouth, both of the Business, Science and Technology Department, attended a session in Amherst on Infomediaries: Best Practices from Libraries Supporting the Business Community. Deemed by the two to be highly useful for public library practitioners, the information will be shared with department staff and the System's Business Services Committee.
National Library Week (NLW) 2003: In addition to the highly visible NLW campaign featuring posters of B&ECPL professionals - Librarian Life: Not Your Typical Librarian Anymore - libraries throughout the System celebrated with special programs. Highlights of the activities in Buffalo branches include: story reading by Erie County Legislator Demone Smith at the East Delavan Branch; the Ninth Annual African American Writers' Reception with Canadian author Kayla Perrin at the Martin Luther King Branch; Latin band, Suave, at the Niagara Branch; reading with the Ladies of Charity at the Fronczak Branch; and programs by Explore and More...A Children's Museum at the Dudley, Crane and Northwest Branches.
Buffalo Reads: As participants in a consortia of organizations that support literacy, the Library's activities will be highlighted in a media campaign that includes a Buffalo News Sunday insert in June and a series of radio and TV spots throughout the summer. Deputy Director/COO Ruth Collins and Youth Services Manager Chris Moesch are the point persons working with EPIC, Literacy Volunteers, the Education Alliance and others to develop the promotion. Cara Stillman heads the effort, supported by a John R. Oishei Foundation grant to the Education Fund of Greater Buffalo.
Central Renovation Project: Central Library Managers have met frequently with staff, between meetings with the Habiterra design team and representatives from Erie County, to refine plans for the building renovation. The construction bid process begins next month. Although major work will not commence until early 2004, collection moves have already begun in preparation.
Process Improvement Project: As of May 2nd, 75% of all B&ECPL locations have been visited.
B&ECPL Takes Part in Cultural Tourism Program: Assistant Deputy Director/Community Relations Ami Patrick and librarian Cynthia Van Ness attended the opening workshop of the Buffalo Niagara Cultural Tourism Initiative on April 30th. Representatives from organizations throughout the region learned of the collaborative effort to market the array of arts, cultural and heritage attractions to visitors. Three work groups as well as external consultants will be working separately through the summer on the topics of enhancing places and programs, growing audiences and reaching markets and enabling regional collaboration. These groups will reconvene to produce a comprehensive cultural tourism plan to be released in January 2004.
Miscellaneous Meetings and Appearances: The Director was a guest on the Mary Davis Show, broadcast on Entercom radio stations WGR, WBLK, etc., the weekend of May 3rd and 4th. Ms. Davis focused most of her questions on the topics of censorship and free access to information. Subsequent to the Board's action on the South Buffalo construction/consolidation project, the Director was interviewed on WBEN-AM News, April 24th. The Director was interviewed by reporter Rich Kellman as part of a WGRZ-TV news feature on the USA PATRIOT Act.
Agenda Item G - Report of the Foundation Director. Ms. Vedder reported the Project Review Committee would meet on May 20th to discuss projects for the coming year. In Ms. Vedder's written report she mentioned the annual financial audit, "Hit the Books" summer reading program, Live Homework Help, contributions in memory of James Burns, the Adventures of Huckleberry Finn CD-ROM project and B&ECPL funding support.
Ms. Panty asked about Summer Cyber Camp sessions for 2003. Ms. Vedder replied the Foundation was not asked to fund Cyber Camp this year. Director Mahaney explained that due to the constrained budget, it was determined the resources required to fund this initiative would not be available in 2003. The program will be put on hiatus for this year, but may be renewed in a retooled format next year if patrons express sufficient interest.
Agenda Item H - Public Comment. Elizabeth Berry of Buffalo requested a copy of Resolution 2003-20. She also requested focus group information and tabulated results of the questionnaire that was distributed at the public meetings. She feels a new, improved library building should have the total combined space and commensurate facilities of both the Cazenovia and Dudley libraries. Ms. Juncewicz asked Ms. Berry if she had any petitions she wished to submit to the Board. Ms. Berry was not prepared to submit petitions at this time.
Valerie Niederhoffer of Buffalo expressed her sadness over the idea of closing two accessible libraries in South Buffalo. She questioned whether sufficient funds are available to build a new library facility.
Agenda Item I - Unfinished Business. No unfinished business.
Agenda Item J - New Business.
Agenda Item J.1 - LSTA Grant Application. Deputy Director Ruth Collins explained the Library Services and Technology Act grant proposal. It will allow the Library to replace existing e-mail and telephone system technologies in order to enhance public service delivery through those media. The amount requested is approximately $65,000. There being no discussion, on motion by Ms. Juncewicz and seconded by Ms. Panty, the following was approved unanimously.
RESOLUTION 2003-24
WHEREAS, New York State has announced the availability of FY 2004 Library Services and Technology Act (LSTA) funds, and
WHEREAS, the proposed project would replace the existing e-mail and telephone systems, providing a state-of-the art communication solution for all 52 library locations, and
WHEREAS, the goals of this proposal are consistent with Expanding Horizons and would result in improved service delivery to the community, and
WHEREAS, the proposal meets LSTA requirements, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library approves the proposed LSTA grant application for submission to New York State.
Agenda Item J.2 - Authorizing Additional Contracting Libraries Participation in the Centralized Human Resources Pilot. The Newstead Public Library Board of Trustees has voted to join the Centralized Human Resources (CHR) Program. This resolution would allow the Newstead Public Library to participate and would also authorize other libraries that may be interested in CHR to join the program in 2003. Upon motion by Ms. Horton, seconded by Ms. Panty, the following resolution was approved unanimously.
RESOLUTION 2003-25
WHEREAS, the Centralized Human Resources (CHR) Program was established to provide assistance to contract library boards in staff recruitment/selection as well as relieve contracting library staff of the burdens of personnel, payroll and benefits administration, and
WHEREAS, B&ECPL and Erie County personnel, trained to perform these functions as a part of their daily jobs, utilize Erie County's financial and payroll systems to perform these tasks, taking advantage of economies of scale to allow contracting library staff more time to provide better public service and interact with the local community, and
WHEREAS, to date five contracting libraries (7 locations) in the Towns of Aurora, Collins, Lancaster, Marilla and the City of Tonawanda have joined and enthusiastically support the program, and
WHEREAS, the Board of Trustees of the Newstead Public Library, at its meeting of April 28, 2003, adopted a resolution expressing its desire to enter the CHR Program and authorizing the execution of a contract amendment to join, and
WHEREAS, other contracting libraries continue to express interest in joining the CHR Program, which would require a contract amendment with any of those contracting library boards, and
WHEREAS, the Board of Trustees of the Buffalo & Erie County Public Library desires to facilitate this process and recognizes that the existing contract between the B&ECPL and any contract library that desires to participate in the Centralized Human Resources Program must be amended to do so, now, therefore, be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes the Chair of the Board of Trustees to execute an amendment to the contracts of those contract libraries wishing to join the program during 2003, and be it further
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes the budget transfers necessary to implement the contract amendment.
Agenda Item J.3 - Authorize Chair to Replace 2002 Contract Extensions with 2003 Contracting Library Contracts. Due to uncertain financial conditions projected for 2003, in November, 2002 the Board approved Resolution 2002-68, which extended 2002 contracts for up to two quarters in 2003. The financial picture is somewhat clearer now, and the B&ECPL is prepared to offer 2003 contracts to contracting libraries. A new clause will be added to apply an equitable methodology for allocating any potential reduction in library budgets should the need arise later in the year. The methodology is based upon each library's share of salaries and wages as a percentage of the total share of the System's wage base. Also added to the contracts is language to address changes in telephone billing practices in relation to e-rate reimbursement. This resolution will also correct a spreadsheet error in the Clarence Public Library budget. After some discussion, on motion by Ms. Juncewicz and seconded by Ms. Horton, the following was approved unanimously.
RESOLUTION 2003-26
WHEREAS, budgetary allocations from Erie County and New York State to the Buffalo & Erie County Public Library constitute approximately 95 percent of the financial resources supporting the contract with the "Public Library," and
WHEREAS, due to difficult economic circumstances, Erie County's 2003 allocation was not finalized until mid-December, 2002 and New York State's allocation has yet to be determined, and
WHEREAS, for these reasons it was difficult for the Buffalo & Erie County Public Library and the contracting libraries to develop, consider and approve a contract prior to the beginning of the 2003 fiscal year on January 1, 2003, andWHEREAS, to meet 2003 payroll and other operating expenditure needs of each contracting library, the Board of Trustees of the Buffalo & Erie County Public Library approved Resolution 2002-68 on November 21, 2002, extending the 2002 contract's terms for up to two quarters of 2003, and
WHEREAS, although a prompt resolution to the New York State budget situation is possible, the point where the 2002 contracting library contract extensions need to be replaced with 2003 contracts has arrived, and
WHEREAS, a change in E-Rate funded telephone service billing from individual bills paid by each contracting library to one System-wide master bill paid by the System is scheduled to begin July 1, 2003, necessitating reallocating the remaining balance in
contracting library telephone-regular budgets back to the System budget, andWHEREAS, in reviewing these changes a need to correct the part-time budget of the Clarence Public Library was identified, necessitating a transfer from the System personnel line, now, therefore be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes the Chair of the Board of Trustees to execute 2003 contracts with the contracting libraries reflecting the 2003 allocation to each library as previously adopted in the System's 2003 budget, as amended, and be it further
RESOLVED, that said contract will address the uncertain amount of State Aid by providing that, in the event that the final amount of state operating aid to the System is less than the 2003 budgeted amount, each contracting library's allocation will be reduced in proportion to said library's percentage share of the System's total 2003 wage base applied to the difference between the final amount of state operating aid and the 2003 budget amount for said aid, and be it further
RESOLVED, that state operating aid to which this calculation applies consists of the Annual Grant, Per Capita, Book Reimbursement, Square Miles, and Local Services Support Aid, as well as Local Library Services Aid, and be it further
RESOLVED, that a new exhibit "A-1", describing the methodology and containing examples, shall be attached to the contract, and be it further
RESOLVED, that said contract will address the July 1, 2003 conversion from individual to master billing by including a provision providing that subsequent to their final individual phone bill being paid, the remaining balance in each contracting library telephone-regular budgets will be transferred back to the System budget, and be it further
RESOLVED, that to correct the part-time budget of the Clarence Public Library, a transfer in the amount of $7,874 from System labor account SFG 820-973-420-800 to the Clarence Public Library account SFG 820-973-420-830-161 is hereby approved.
Before adjournment, Chair Roach suggested Trustees consider omitting one meeting during the summer, which is permitted in the By-laws. This will be discussed at the June meeting.
There being no further business, on motion by Ms. Mahoney and seconded by Ms. Horton, the meeting was adjourned at approximately 4:35 p.m.
Respectfully submitted,
Annette A. Juncewicz
Secretary