MEETING MINUTES
MINUTES
REGULAR MEETING OF THE
BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
NOVEMBER 20, 2003
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, November 20, 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; John B. Long, Treasurer; William P. Brosnahan; W. Lawrence Buck; Phyllis A. Horton; Susan Maggiore; Elaine M. Panty; Abdul H. Raoof ; Judith K. Summer; Wayne D. Wisbaum; Robert J. Plache, Trustee Emeritus; George M. Zimmermann, Trustee Emeritus.
Excused: Sharon A. Thomas; Raul Vazquez.
Chairman Daniel Roach called the meeting to order at 4:01 p.m. in the Joseph B. Rounds Conference Room.
Agenda Item B – Approval / Changes to the Agenda. Chairman Roach indicated an amended agenda had been prepared. Upon motion by Ms. Horton, seconded by Ms. Panty, a revised agenda adding Agenda Item J.4. was approved.
Agenda Item C – Minutes of the Meeting of October 16, 2003. On motion by Ms. Horton and seconded by Ms. Panty, the Minutes were approved as submitted. Ms. Panty asked about the number and condition of trucks currently in use by the Shipping Department.
Agenda Item D – Report of the Chair was deferred.
Agenda Item E – Committee Reports.
Agenda Item E.1 – Executive Committee. Director Michael Mahaney reported the Executive Committee met on November 13th and established the agenda for the Board meeting.
Agenda Item E.2 – Budget & Finance Committee. Dr. Long called upon Deputy Director Kenneth Stone to explain Budget & Finance Committee items.
Agenda Item E.2.a – Contract Library Transfers. Ms. Horton moved for approval of the transfers. Dr. Long seconded and the resolution was approved unanimously.
RESOLUTION 2003-52
WHEREAS, a request for budget transfers has been received from the Amherst Public Library, now, therefore, be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve transfers totaling $17,059 within the budget of the Amherst Public Library.
Agenda Item E.2.b – Amend 2003 Budget – County Legislature Member Aid Items. Mr. Stone stated Legislator Al DeBenedetti designated funds for various items to libraries in his district. The allocation will be used for signage at Niagara and North Park, landscaping at Niagara, North Park and Riverside, installation of an automatic door at Riverside, programming support and library materials. Dr. Long moved for adoption and was seconded by Ms. Panty. The following resolution was unanimously approved.
RESOLUTION 2003-53
WHEREAS, in 2002 the Board of Trustees of the Buffalo an Erie County Public Library approved Resolution 2002-49 allocating county member aid funds sponsored by Legislator DeBenedetti for the benefit of the Niagara, North Park, Northwest and Riverside Libraries, and
WHEREAS, the remaining balance of this allocation needs to be re-budgeted to complete purchases of signage for the Niagara and North Park Libraries ($5,000), apply $2,500 towards the purchase of an automatic opening door for the Riverside Library, apply $2,200 towards additional landscaping at the Niagara, North Park and Riverside libraries, and apply $256 to the library materials budget for the benefit of the Riverside and Northwest libraries, and
WHEREAS, on October 16th, the Erie County Legislature adopted a resolution sponsored by Legislator DeBenedetti allocating monies from legislative accounts totaling $1,000 to the benefit of the Niagara Library to assist in funding library programs for patrons, and
WHEREAS, on November 13th, the Erie County Legislature adopted a resolution sponsored by Legislator DeBenedetti allocating monies from legislative accounts totaling $2,500 to the benefit of the Riverside Library to further assist in funding an automatic opening door, and
WHEREAS, pursuant to an agreement entered into many years ago, Erie County is responsible for funding local branch libraries situated within localities throughout Erie County, and
WHEREAS, libraries within Erie County are routinely in need of additional funds to provide services and materials to local patrons, and
WHEREAS, Legislators’ strong support for the community’s public libraries is greatly appreciated and helps the libraries support a great deal of use, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library gratefully accept these funds from the County Legislature for the benefit of the Niagara, North Park, Northwest and Riverside Libraries, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes a budget amendment to the 2003 Library budget as follows:
Revenues:
$ 9,956 to SFG#820973420698 (use of fund balance)
$ 3,500 to SFG#8209734206863200 (interfund subsidy)
$13,456 Total Revenue AccountsExpenditures:
$ 2,200 to SFG#820973420816 (Landscaping Supplies)
$ 1,000 to SFG#820973420821 (Library Program Fees)
$ 5,000 to SFG#820973420931 (External Signs)
$ 5,000 to SFG#820973420931 (Automatic Door)
$ 256 to SFG#820973420938 (Library Materials)
$13,456 Total Expenditure Accounts, and be it furtherRESOLVED, that should any funds be left over after completing these projects, any remaining balance would be transferred to the library materials account for the purchase of books or other library materials for these branches.
Ms. Juncewicz arrived at approximately 4:06 p.m.
Agenda Item E.2.c – Monthly Financial Report – The financial report for the period ending September 30, 2003 was provided for information.
Agenda Item F – Report of the Director. Mr. Mahaney asked Trustees to provide him with email addresses to facilitate timely communication. He then reported that members of the community joined library staff at the Dudley Branch on November 18th to discuss formation of a Friends group to support the new South Buffalo Library project. A group of concerned citizens accepted the responsibility of assisting the B&ECPL in extending public awareness of this project, identifying potential sites and defining the most desirable features of the new library.
The interior painting project at Fairfield is complete, and the painters have moved on to the Niagara Branch. Riverside and Kensington will be painted next. This work is funded by the final phase of the Erie County Legislature’s Educational Technology Initiative and City of Buffalo block grant funds.
Mr. Mahaney reminded Trustees that two years ago the Board endorsed a 5-year plan of service required by New York State. The Library’s current 3-year strategic service plan, Expanding Horizons, is drawing to a close. Mr. Mahaney recommended the balance of the State service plan serve as the basis of the Library’s next 3-year strategic plan. Staff is developing a preliminary document for review by the Board’s Planning Committee and will present that document in coming weeks.
A study of Mobile Library Services was conducted by Ms. Doreen Woods as part of the Urban Libraries Council’s Executive Leadership Institute to develop recommendations for sustaining and refining those services to our community. Mr. Mahaney requested the Chair to refer the Mobile Services report to the RENEWAL Committee to allow its members to review the findings, analyze the data and develop recommendations for the Board.
A review of the Children’s Internet Protection Act (CIPA) and its implications for the B&ECPL has been completed. Library staff has explored a multitude of issues involved with CIPA, and findings can now be shared. Mr. Mahaney asked the Chair to refer this matter to the Executive Committee and Trustees Long and Brosnahan for their analysis and recommendations. He also requested a public hearing be conducted on the B&ECPL’s Internet policy and proposed December 11th at 5 p.m. (after the Executive Committee meeting) as the date and time for the public hearing.
Trustee Wisbaum arrived at approximately 4:09 p.m.
Chairman Roach referred both matters to the specified committees and approved the December 11th date for the public hearing.
The following was submitted by the Director and transmitted to Board members prior to the meeting.
Ground Is Broken for New East Side Library: On October 29th, representatives of the City of Buffalo, Erie County, New York State and the B&ECPL assembled with neighbors, friends and other community leaders to break ground for the Frank E. Merriweather, Jr. Branch Library at the corner of Jefferson and East Utica on Buffalo’s East Side. The ceremony, organized by Councilmember Antoine Thompson’s office with the assistance of Extension Services Administrator Sharon Y. Holley, included numerous speakers from the political and religious community, including New York State Senator Byron Brown and Buffalo Mayor Anthony Masiello. B&ECPL Chairman Daniel T. Roach assured residents that this 20,000 sq. ft. library will be unparalleled in the System, noting that it will feature an African-American Resource Center and state-of-the-art computer lab through a generous grant secured by the Library Foundation from the Margaret L. Wendt Foundation. Also in attendance were Trustees Rebecca Mahoney, Phyllis Horton, Elaine Panty, Sharon Thomas and W. Lawrence Buck; several members of B&ECPL administration and staff; Library Foundation Executive Director Kathryn Vedder and Foundation Board Member Donna Lyons, and members of the Merriweather family, including former B&ECPL Trustee Frank Gist. A reception followed at the current North Jefferson Branch Library. Actual construction of the $4.2 million facility is set to begin in 2004 with a grand opening in the second half of 2005.
B&ECPL’s 2004 Budget Request Presented to County Legislature: At a hearing on November 12th, Board Chair Daniel T. Roach, Treasurer and Budget & Finance Committee Chair John B. Long, CFO Ken Stone and the Director presented the Library’s 2004 budget request to the Erie County Legislature. Lancaster Public Library Trustee Al Martin, Grand Island Memorial Library Director Lynn Alan Konovitz, Lackawanna Public Library Director Salvatore Bordonaro, B&ECPL COO Ruth Collins and Assistant Deputy Director Ami Patrick also attended.
A copy of the November 10th correspondence to the County Legislature, describing the challenges faced in developing the 2004 budget, is attached to this report.
Legislators were appreciative of the high quality of the Library’s services and the efforts undertaken to meet the 2004 budget challenge. Legislator Dale W. Larson, Chair of the Legislature’s Finance, Management and Budget Committee, asked the Library to provide specific account information for the proposed $300,000 reduction in the materials budget and $100,000 reduction contained in the personnel services account (requiring additional vacancies to generate salary savings). As requested, that information was transmitted the following morning.
Town of Tonawanda Library to Join CHR: On October 20th, the Board of Trustees of the Town of Tonawanda Public Library voted unanimously to enter the B&ECPL’s Centralized Human Resources (CHR) Program. Tonawanda joins contract libraries in Aurora, Collins, Lancaster, Marilla, Newstead, Tonawanda (City) and Grand Island, which is completing its transition into the program this month. Because of year-end budgetary considerations and the number of personnel involved, Tonawanda will join in early 2004.
Newbery Award Winner Visits Central: On October 14th, two-time Newbery Award-winning author Katherine Paterson visited the Central Library and spoke to nearly 300 children from Enterprise Charter School and Public School Number 6. Mrs. Paterson read from Same Stuff As Stars, Come Sing, Jimmy Jo and Bridge to Terabithia, answered questions from the audience, posed for photos and autographed copies of her books. In addition to being named a “Living Legend” by the Library of Congress in 2000, Mrs. Paterson has won two National Book Awards, six Parents’ Choice Awards, seven ALA Notable Book Awards and six School Library Journal Best Book of the Year Awards. It was an extraordinary opportunity for area students and librarians to meet and interact with one of the true superstars of children’s and young adult literature. Mrs. Paterson agreed to offer this pro bono presentation through the persistence of B&ECPL’s Youth Services Manager Chris Moesch, who corresponded with the author and the author’s agent for more than two years in an effort to arrange an appearance while the author was in town visiting family.
Branch Painting Projects Begin: Between November 6th and 15th, the Fairfield Branch Library was open for limited public service while the interior was being repainted. Patrons were able to return books or pick up reserves in the foyer area, with staff using temporary computer workstations installed by Network Support personnel, but the rest of the building was cordoned off to make room for scaffolding, ladders and drop cloths. The much-needed facelift is the first of a series of painting projects among Buffalo branches courtesy of the Erie County Legislature’s Educational Technology Initiative and complementary Buffalo block grants. In addition, Fairfield has benefited from a supplemental $10,000 grant secured by Legislators Lynn Marinelli, Judy Fisher and Demone Smith. These supplemental funds will underwrite the cost of exterior painting as soon as warmer, drier weather arrives next spring. The Niagara Branch, funded by Buffalo block grants, will be the next library painted followed by the Kensington and Riverside Branches. Additional branches may be painted as funding permits or as additional funds are raised.
“Art on Wheels” Rolls to the Finish Line: On October 18th, “Sprockets to Rockets,” the B&ECPL’s program series designed to dovetail with “Art on Wheels,” concluded with a panel discussion entitled, “Shuttle Off to Buffalo: Getting Around in the 21st Century.” Nationally recognized expert on regionalism and community renewal Kevin P. Gaughan moderated the discussion with panelists Daniel Hess from the University at Buffalo Department of Urban and Regional Planning, Michael Cerrone of Partners for a Livable WNY and Hal Morse, Executive Director of the Greater Buffalo-Niagara Regional Transportation Council. Each presented his unique perspective on Western New York’s transportation and planning problems and progress. The B&ECPL was also represented at the official closing event of “Art on Wheels” in Delaware Park. Children’s Department librarian trainee Mary Ellen Alonso and library page Melissa Murnane braved the 35-degree weather to present a “future of transportation” craft activity in the children’s pavilion at “Wheel-o-Rama.” The majority of “Art on Wheels” cars and sculptures, including the Central Library’s “US Rollin’ in America” created by John Baker, moved to Bidwell Parkway for public viewing and closing festivities held on October 18th and 19th. All artwork was sold at auction on October 21st.
Online Book Club Membership Soars: In August, the B&ECPL entered into a subscription agreement with Chapter-a-Day, expanding the System’s Online Book Club service to eleven different genres, including non-fiction, audio, business, fiction, mystery, romance and teen. In the first month alone, membership jumped 44%, to 1,599 subscribers. Since offering the additional clubs, membership has increased 85%. Through e-mail, participants receive 5-minute reads from selected titles each day and begin a new book every week. The service, funded at present by B&ECPL unrestricted private funds, allows the B&ECPL a daily marketing reach to more than 2,000 current subscribers. Visit the B&ECPL home page to subscribe for free.
Fine Revenue Results: October System-wide receipts totaled $106,432.99, an increase of $31,399.35 or 42% from the $75,033.64 collected in October 2002. Year-to-date collections, including adjustments, now total $1,060,958.97, an increase of $366,845.03 or 53% from the $694,113.94 received in the same 2002 period. These results continue to track in the low end of the $400,000 to $600,000 range of increase anticipated in 2003’s budget. CFO Ken Stone continues to monitor and report revenue results.
Staff Discover the Great, Safe Place: On November 12th, 59 staff participated in a day-long seminar, “The Great Safe Place.” The program, sponsored in part by the Western New York Library Resources Council, focused on various employment place safety issues including environmental safety, emotional safety, staff-patron interactions and personal space boundries. Thought-provoking statements, models and suggestions were applied to everyday library situations. Most importantly, the speaker, Pat Wagner from Pattern Research of Denver, Colorado, helped staff to recognize that libraries throughout the country are dealing with similar issues and stresses. Ms. Wagner provided suggestions on how to curtail difficult situations though key phrases, actions and behaviors. Training evaluations indicate favorable reactions to the program.
B&ECPL Representatives Attend Fundraising Session: On November 6th, the Buffalo and Erie County Historical Society hosted an introductory session presented by raisingmoremoney.com, a firm that specializes in training non-profits in the development of mission-specific fundraising programs. Trustee Phyllis Horton, COO Ruth Collins and the Director attended, along with Library Foundation Executive Director Kathryn Vedder and Foundation Board Member Catherine Schweitzer. To fully explore the formula and receive customized training, the B&ECPL and Library Foundation would need to send a team of six (three staff and three board members) to a concentrated two-day workshop, next scheduled for Toronto in December.
New York Librarians Gather for Annual Conference: From November 5th through 8th, thirteen staff from across the System participated in the New York State Library Association’s annual conference in Saratoga Springs. Mary Jean Jakubowski and Carol Batt represented B&ECPL Administration. Program topics ranged from “Digitizing Special Collections” to “Funding Ethnic Programs.” Several staff also participated in NYLA section meetings and pre-conference workshops, including “Enhancing Customer Satisfaction” and “Staffing for Results: A Guide to Working Smarter.”
Participants included:
Gwen Collier Urban Services Division
Kate Weeks Business, Science & Technology Dept.
Dawn Peters Catalog Department
Maureen McLaughlin Catalog Department
Suzanne Colligan Humanities and Social Sciences Dept.
Carol Pijacki Humanities and Social Sciences Dept.
Jennifer Sirgey Grosvenor Room
Linda Rizzo Cheektowaga Public Library
Donna Locker Cheektowaga Public Library
Millie Dekoff Town of Tonawanda Public Library
Judi Lopez Del Moral Amherst Public Library
B&ECPL Marks Teen Read Week: Buffalo branch libraries celebrated Teen Read Week with various activities and programs. On October 23rd, the Northwest Branch conducted the Yu-Gi-Oh Card Swap Meet. On October 20th, the East Delavan Branch held a computer program called My First Resume, where teens used Resume Maker software to create their first resumes. On October 23rd, the Fronczak Branch featured the WWI book In the Morning by John Wilson at the Teen Book Club discussion. On October 23rd, Poetic Voices presented a program at the Niagara Branch; seven teens participated in the workshop, sponsored by Legislator Al DeBenedetti who stopped in to introduce himself to the group. Miriam Minkoff visited the North Park Branch on October 21st to present a creative dance class, Slammin’@ Your Library, to celebrate Teen Read Week.
”Ring of Knowledge” Attracts Attention in 21st Century Fund Competition: This year, a record 29 organizations are competing for the $100,000 winner-take-all prize awarded by the 21st Century Fund for a high-impact community project. On October 27th, competing organizations and agencies gathered with their displays at the Rich Renaissance Center where representatives promoted projects they believe meet the Fund’s criteria. (The 2002 winner was Buffalo State College’s proposed Community Maritime Center. The 2001 winner was "Art on Wheels.") This year's proposals include five in the social services, seven in education and 11 in arts and culture (with a tourism emphasis). On behalf of the B&ECPL, the Director and Library Foundation Executive Director Kathryn Vedder presented renovation plans for the Central Library’s “Ring of Knowledge.” Dramatic and colorful display panels, highlighting professionally generated local and traveling exhibitions and public programs conducted at the “Ring,” were created by Dawn Stanton and Darlene Pennachi of the B&ECPL Graphics Department. To add additional substance and visual appeal to the display, the Director prevailed upon sculptor Howard Ben Tré to loan his original model of the five glass and granite benches for the occasion. Members of the 21st Century Fund, who define themselves as activists working for change, will announce the results of the competition in March 2004.
NYS Library Development Officer Visits: On October 16th, the Department of Extension Services hosted a visit from Cassie Artale, Library Specialist from New York State’s Division of Library Development. Sharon Holley, Extension Services Administrator, gave Ms. Artale a brief tour of the Central Library, highlighting the room for Services for Persons with Disabilities, the Grosvenor Room and the Mark Twain Room. After meeting briefly with the Director and COO Ruth Collins, she visited the RAM Van stop at the Old First Ward Community Center and observed a preschool program presented by Urban Services staff member Sonja Wade. She also spent time with Claudia Yates and Patricia Covley who described the outreach services provided by Urban Services and Mobiles Divisions.
Youth Services Staff Share In-Service Experience: On October 22nd, an enlightening in-service workshop was conducted for B&ECPL youth services staff. In the first portion of the workshop, Depew librarian Gwen Kistner shared tips for young adult programming. Technology Services Committee members presented the second half of the session. Table-talk topics included children’s databases, Eudora e-mail, using Microsoft Word and Publisher, searching for children’s materials in the online catalog and downloading music. Attendees appreciated the informal setting that allowed one-on-one interaction. Kudos to the Youth Services Committee, chaired by Chris Moesch, for planning the session. Special thanks to Mary Ann Ozimek, Maureen McLaughlin, Brian Fending, Rich Peters, Pat Forsberg, Jim Stelzle, Kathy Kimble, Matthew Best and Carey Caserta (Technology Services Committee) and Gwen Kistner for being so well prepared and effective in their efforts!
Business Services Committee Showcases Resources: On October 8th, Business, Science and Technology librarians Bruce Weymouth and Dan Caufield presented a training session at the Central Library on regional business resources. Aimed at regional libraries, but open to all public service staff, the workshop concentrated on the print business sources purchased centrally for all regional libraries. The workshop will be repeated on November 20th.
Staff Present Program on Outreach and Service to Diverse Populations: The October System Meeting was developed and presented by the Outreach Committee chaired by Doreen Woods. Entitled “Access for All: Services to Seniors and People with Disabilities,” topics included a brief review of the B&ECPL outreach survey, disability etiquette (with sign language interpretation), programming for seniors, designing more readable publicity, an overview of Extension Services outreach suggestions, helpful websites and a demonstration of ZoomText software. Later, attendees toured the Services for Persons with Disabilities Room for an equipment display/demonstration. Participating speakers included librarians Cynthia Van Ness, Suzanne Jacobs, Mary Ann Ozimek, Claudia Yates, Corinne Leone, Angela Pierpaoli and Sandra Bush. Offering support and technical assistance were librarians Kathy Smith and Mary Schiffhauer.
ZoomText Installation Completed: ZoomText, the advanced screen magnification program for vision-impaired computer users (recommended for use by B&ECPL patrons who have sight impairments), has been installed on at least one workstation in every B&ECPL location. Network Support’s Toni Naumovski directed this project and kept to the tight timeline to complete it on schedule.
B&ECPL Expands Outreach to Schools: A resource folder containing selected B&ECPL posters, brochures and bookmarks has been distributed to schools in Buffalo and Erie County as a way of reminding them of public library services available at the local public library.
Branches Present Entertaining and Diverse Programs: The North Jefferson Branch Library hosted a number of events in October including: a visit from Lorene Cary, author of The Price of a Child, in conjunction with the Just Buffalo Literary Center’s program If All of Buffalo Read the Same Book; a musical program with the Jim Beshline Trio featuring Janice Mitchell and a Halloween Party where Fifty Women With a Vision provided treats and assistance. The monthly program for Antecesores’ Nuestras Raices took place at the Niagara Branch Library on October 18th; “Musical Notes for La Habanera, El Bolero and La Danza” featured guest artists Los Caribes and Francisco Quinones. The North Park Branch Library held its third annual “Spooky Library Party,” attracting 175 people to hear the music of Mike Meldrum, enjoy treats donated by Krispy Kreme, games, a donut-eating contest and, of course, scary stories and folktales told by librarian Shelle Schnell and Branch Manager Kathy Goodrich.
Staff Engage in Community Outreach: On October 3rd, Extension Services Administrator Sharon Holley attended the Buffalo School Library System Council meeting at the Emerson Commons. This year, Ms. Holley will serve as vice-chair of the Council and also secretary for Council meetings. She is also working on the Conference Committee to plan the March 2004 event. Humanities and Social Sciences librarian Suzanne Colligan addressed a UB School of Informatics Student group about the importance of belonging to professional associations. Ms. Colligan discussed her involvement with the New York Library Association (NYLA) and Library and Information Honor Society Beta Phi Mu. System Public Services Administrator Carol Batt represented B&ECPL at the Western New York Library Resources Council’s Administrators’ Breakfast.
Mailing List Information Generated for Library Foundation: Network Support’s Peggy Brent has generated a file of 24,975 adult patrons who have indicated they are interested in receiving mailings from the Library. The contact information will be utilized in the Library Foundation’s Annual Fund campaign.
Central Library Exterior Rehabilitation Continues: Remedial work on the Oak Street exterior has been finished with the exception of a cracked window that must be replaced. After removing old caulk and re-sealing seams, the white marble and dark granite exterior was power washed, removing four decades of dirt and grime. Work crews recently moved to the Clinton Street (south) side of the building. Abbot Glass will replace two windows on the North exterior (one on the 1st floor and another on the 2nd floor) and one on the east wall that has failed or cracked on the 1st floor. Repairs to the Broadway Planter and installation of stair snow-melt treads is scheduled to begin this month, depending on delivery of the treads.
Miscellaneous Meetings and Appearances: On October 18th, the Director and former B&ECPL Directors Diane Chrisman and Don Cloudsley were among a large gathering at Fanny’s Restaurant to bid farewell to Clarence Library Director Marie Therese Robillard, who celebrated her retirement after more than 30 years of service. On October 22nd, the Director, COO Ruth Collins, and other B&ECPL staff participated in the annual meeting of the Western New York Library Resources Council, where Central Library Administrator Peggy A. Skotnicki was re-elected to the WNYLRC Board and New York State Librarian Janet Wells served as guest speaker. On October 23rd, the Director joined Trustees Rebecca Mahoney, Phyllis Horton and W. Lawrence Buck at a meeting of the Library Foundation’s Development Committee, chaired by Foundation Board member Catherine Schweitzer. On November 1st, the Director joined Trustees Judy Summer and John Long, COO Ruth Collins and Human Resources Director Mary Jean Jakubowski at a meeting of the Association of Contract Library Boards of Trustees (ACT). Topics on the agenda included the 2004 B&ECPL operating budget and the report and recommendations of the B&ECPL Benefits Committee. On October 30th, the Director and COO Collins met with Paula Rosner of the West Side Strategic Planning Task Force to discuss the impact cart vendors in Prospect Park might have on the neighboring Niagara Branch Library. On November 13th, the Director joined Library Foundation Executive Director Kathryn Vedder, B&ECPL counsel Patrick Martin and Mark Twain scholar Vic Doyno for a demonstration of the Huck Finn CD-ROM for the Board of the John R. Oishei Foundation. On November 14th, the Director was among a panel of community leaders and activists assembled to discuss library consolidation issues with the International Gateway District Task Force. Also on the panel was Niagara District Councilmember Nick Bonifacio.
Agenda Item G – Report of the Foundation Director. Kathryn Vedder stated that her monthly reports indicate the amounts expended in support of the Library.
Ms. Vedder’s written report contained information on the John R. Oishei Foundation, 21st Century Fund of the Community Foundation for Greater Buffalo, Junior League of Buffalo Show House Proceeds, Joint Executive Committee Meeting, Annual Fund, Raising More Money Seminar and B&ECPL funding support.
Agenda Item H – Public Comment. John Klukowski, Sr. of 189 Cazenovia Street encouraged the Board to re-think its decision on the proposed South Buffalo Library project.
Susan Negron of 25 St. Stephens Place asked the Board to retain two library facilities in South Buffalo.
Valerie Nederhofer said neighborhood libraries are an essential part of Buffalo’s neighborhoods.
ElizaBeth Berry gave the address of the Save Our Libraries organization as P.O. Box 215, Buffalo, NY 14220. She believes a majority of South Buffalo residents oppose library consolidation. She presented petitions to the B&ECPL Board.
Peter William Warn of 88 Coolidge Road believes that neither side in the South Buffalo Library issue can claim to know what the majority of South Buffalo residents want. He is one of the individuals who will be helping to arrange public meetings. If the Board’s decision is not revisited, this group hopes to make suggestions for the best possible location and facility by involving a broad cross section of the community. He asked the Trustees for a fair hearing of the group’s findings.
Chairman Roach assured Mr. Warn that any recommendations would receive very careful consideration by the Board.
Agenda Item I – Unfinished Business. No unfinished business.
Agenda Item J – New Business.
Agenda Item J.1 – DRA Automation System Upgrade – Sirsi Unicorn. Mr. Mahaney explained this resolution, which represents the next step in a 20-year automation journey for the B&ECPL. He commended Deputy Director Shirley Whelan and Assistant Deputy Director Lucille DeFranks, who have been working on this complex process for more than a year. The necessary requirements of an upgraded automation system have been determined and a competitive contract has been negotiated with the provider. This resolution, if approved, would allow the Library to continue its long-standing relationship with DRA and its successor, Sirsi, to provide state-of-the-art automation services for the staff and public with the most seamless transition. Mr. Mahaney entertained a motion to adopt Resolution 2003-54. Ms. Horton moved for adoption and was seconded by Ms. Panty. The proposal was approved unanimously as presented.
RESOLUTION 2003-54
WHEREAS, the Mission of the Buffalo & Erie County Public Library is to enrich the lives of the individuals of Erie County’s diverse communities by creating and sustaining superior public library services through responsive staff, dynamic collections, appropriate technology and access to global information, and
WHEREAS, for more than twenty years, the Buffalo & Erie County Public Library has demonstrated it is a leader in providing technology services for its patrons and staff, and
WHEREAS, the Library intends to continue offering innovative and valuable services, and
WHEREAS, the Buffalo & Erie County Public Library has established a long term relationship with the Sirsi Corporation, owner of the Library’s current DRA Classic System and Online Public Access Catalog (OPAC), and
WHEREAS, the Sirsi Corporation product Unicorn can provide patrons and staff with features and functions that are equal to or better than those offered today with the DRA Classic System, and
WHEREAS, Web2, the B&ECPL’s popular online catalog program, can continue to be used by library patrons and staff, and
WHEREAS, the Library’s current Online Public Access Catalog and related software, DRA Classic, approaches obsolescence and eventually will not be supported by Sirsi, and
WHEREAS, Sirsi Unicorn will continue to grow and soon will offer many new features and functions including e-Commerce and a specialized children’s catalog, and
WHEREAS, the conversion to another library automation system would be more complex and would take significantly longer, and,
WHEREAS, the total cost to migrate to Sirsi Unicorn is estimated to be $500,000 to $1 million less than purchasing a totally new system, and
WHEREAS, the $399,052 cost provides the additional software, hardware, training and consulting for the conversion and installation, and
WHEREAS, funding for this project is available from three sources: (1) the remaining balances of the OPAC Capital Project, for which this is the final component; (2) the Library’s Designated for Improvements & Long Term Replacements fund balance account; and (3) the Library’s county capital accounts for technical equipment, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library declares the transfer of DRA licenses to Sirsi and related hardware and consulting purchases to be sole source in nature in that the project constitutes an upgrade of an existing library automation system allowing the B&ECPL to continue to utilize Web2 as its online catalog, and be it further
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library approves proceeding with the Sirsi upgrade project, and be it further
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes the use of $258,372 from the Designated for Improvements & Long Term Replacements fund balance account and amends the 2003 budget to incorporate the share of funding deriving from said account by increasing revenue account SFG#820973420698 budget by $258,372 and expenditure account SFG#820973420933 by $258,372, and be it further
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes any transfers within OPAC project accounts needed to accommodate this upgrade and close out said OPAC capital projects, and be it further
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes the Director to enter into a license transfer agreement with the Sirsi Corporation in an amount not to exceed $399,052, and be it further
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes an allocation for potential project change orders not to exceed ten percent of the base project cost.
Agenda Item J.2 – Authorize Chair to Execute 2003 Contract Extensions with Contracting Libraries. Last year, annual contracts were delayed due to financial uncertainties in 2003. Contracts for the previous year were extended until the budget picture became clearer. Finances for 2004 are uncertain, and it is recommended the same process be approved this year, extending the current year’s contracts into 2004 until such time as more accurate funding levels are determined. On motion by Ms. Juncewicz, seconded by Mr. Buck, the motion carried unanimously.
RESOLUTION 2003-55
WHEREAS, budgetary allocations from Erie County and New York State to the Buffalo and Erie County Public Library constitute approximately 95 percent of the financial resources supporting the contract with the “Public Library,” and
WHEREAS, due to difficult economic circumstances, Erie County’s 2004 allocation may not be finalized until sometime in December, 2003 and New York State’s allocation may not be known until well into 2004, and
WHEREAS, this would make it very difficult for the Buffalo and Erie County Public Library and the contracting libraries to develop, consider and approve a contract prior to the beginning of the 2004 fiscal year on January 1, 2004, andWHEREAS, to meet the 2004 payroll and other operating expenditure needs of the contracting libraries, a provision for allocating funds must be in place on or about January 1, 2004, if not earlier, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Chairperson of the Board of Trustees to execute 2003 contract extensions with contracting libraries to be effective until such time as a permanent 2004 contract is executed, and be it further
RESOLVED, that funding amounts under said contract extensions would be based upon the 2003 original budget’s allocation as adopted by the Board of Trustees of the Buffalo and Erie County Public Library in Resolution 2002-73, less that portion of the 2003 allocation attributable to active employee health insurance costs which, as of November, 2003 are being paid directly by the Buffalo and Erie County Public Library.
Agenda Item J.3 – State Aid Construction Grant. Resolution 2003-56 accepts a recommendation that annual New York State library construction funds be applied to the Central Library renovation effort. No other proposed projects requested a share of the construction funds. Ms. Juncewicz motioned to approve. Ms. Summer seconded. The resolution was approved unanimously.
RESOLUTION 2003-56
WHEREAS, the FY 2003-2004 State Aid for Public Library Construction program includes an allocation for the Buffalo and Erie County Public Library, to be distributed to eligible System projects, and
WHEREAS, B&ECPL staff has prepared a request for funding toward the Central Library renovation project, and
WHEREAS, the project meets the eligibility requirements of the State program, and
WHEREAS, under the program guidelines and the timetable of the current funding cycle there are no other B&ECPL applicants for these funds, now, therefore, be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library direct staff to transmit to the New York State Division of Library Development a recommendation to allocate these funds for the Central Library renovation project.
Agenda Item J.4 – Elaine Wick Recognition. This resolution honors Elaine Kupp Wick for her years of service on the Lancaster Public Library Board. On motion by Ms. Mahoney, seconded by Ms. Horton, the resolution was approved unanimously.
RESOLUTION 2003-57
WHEREAS, ELAINE KUPP WICK has been a faithful trustee of the Lancaster Public Library since 1972, and
WHEREAS, she was a driving force behind the construction of a new Lancaster Library building, which opened to the public in 1976, and continues to provide an environment that welcomes and enriches all who visit it, and
WHEREAS, there has never been a task too menial or a challenge too great that she did not approach it with optimism, perseverance and care, and
WHEREAS, ELAINE KUPP WICK will be remembered always by the Buffalo and Erie County Public Library and the citizens of Erie County for her legacy of leadership and partnership, now therefore, be it
RESOLVED, that, on the occasion of ELAINE KUPP WICK’S retirement from the Lancaster Public Library Board of Trustees, the Buffalo and Erie County Public Library, its Board, its administration and its staff express their profound gratitude and enduring respect.
Chairman Roach addressed the assemblage. He stated the B&ECPL Board made an informed decision regarding the South Buffalo Library project after attending three public meetings in South Buffalo. It was the opinion of the Trustees that support for a new library was overwhelming, despite objections from some opponents, and this support encouraged the Board to proceed. The last thing Trustees want to do is close libraries that are being used. Board members want residents to have a library they can be proud of, a new state-of-the-art facility. This Board is willing to listen to all citizens in the community. To suggest the Board is not responsive to the community of South Buffalo simply is not true. Chairman Roach then entertained a motion to adjourn.
There being no further business, on motion by Dr. Long, seconded by Ms. Mahoney, the meeting was adjourned at 4:28 p.m.
Respectfully submitted,
Annette A. Juncewicz
Secretary