MEETING MINUTES
MINUTES
REGULAR MEETING OF THE BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
DECEMBER 18, 2003
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, December 18, 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; Judith K. Summer; Sharon A. Thomas; Wayne D. Wisbaum; Robert J. Plache, Trustee Emeritus. Excused: Abdul H. Raoof, out of town; 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 the Agenda. Chairman Roach entertained a motion to amend the agenda to include two new action items. Ms. Horton made the motion. With a second from Ms. Summer, the amended agenda was approved unanimously.
Agenda Item C – Minutes of the Meeting of November 20, 2003. On motion by Ms. Mahoney, seconded by Ms. Panty, the Minutes were approved as mailed.
Agenda Item D – Report of the Chair was deferred.
Agenda Item E – Committee Reports.
Agenda Item E.1 – Executive Committee. Ms. Mahoney reported the Executive Committee established the meeting agenda and said resolutions would be presented by the Director and staff.
Agenda Item E.2 – Budget & Finance Committee. Dr. Long stated Deputy Director Kenneth Stone would explain the budget items.
Agenda Item E.2.a – Adoption of 2004 Budget. Mr. Stone reported all current services and facilities are fully funded in the 2004 budget. However, it is a very tight budget and State funding levels are still unknown. Ms. Panty questioned the practice of funding library materials as capital items rather than allocating funds in the regular County budget since this incurs additional debt expense. Mr. Stone stated this is a County funding decision, and thus far the County has been paying the debt expense. Dr. Long moved to adopt the 2004 budget as presented. Ms. Horton seconded and the resolution was unanimously approved.
RESOLUTION #2003-58
WHEREAS, the Erie County Legislature has recently adopted a 2004 budget for the Library totaling $28,481,440 in the Library operating budget, $5,733,944 for debt service, library materials and equipment purchases in the Erie County Debt Service and Capital budgets, and $787,072 in estimated library grants, and
WHEREAS, these amounts sustain current operations, now therefore be it
RESOLVED that the Board of Trustees of the Buffalo and Erie County Public Library adopts a 2004 Operating Budget in the amount of $27,262,809, consisting of a County share of $24,197,118, other library revenues of $3,734,322, and use of available fund balance of $550,000, and be it further
RESOLVED that the Board of Trustees of the Buffalo and Erie County Public Library adopts a 2004 Capital Outlay Budget for debt service, library materials, buildings and grounds equipment, furniture, fixtures, & office equipment, and technical equipment in the amount of $5,733,944, consisting of County capital funds, resulting in a combined operating and capital budget of $34,215,384, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library adopts a 2004 Grants Budget in the amount of $787,072, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library directs that said budget be implemented pursuant to the current labor agreements, Resolution 2001-30, and Resolution 2001-45, and be it further
RESOLVED, that the Library Director be instructed to transmit this adopted budget to the appropriate Erie County Office for input into the County Financial System.
Agenda Item E.2.b – Amend 2003 and 2004 Budgets, State Aid Member Item. State Senator Dale Volker has allocated $25,000 for building modifications at the Elma Public Library and $9,000 for unrestricted items for the Lancaster Public Library. Unrestricted funds should be retained for future needs. Ms. Panty motioned for approval and was seconded by Ms. Horton. The resolution was approved unanimously.
RESOLUTION 2003-59
WHEREAS, on December 8th the Library received notification from the State Department of Education that “A grant-in-aid in the amount of $34,000 has been apportioned to your library system,” and
WHEREAS, this member aid item was sponsored by New York State Senator Dale M. Volker to assist libraries in his district in light of the fact that next year will pose substantial financial challenges to the State of New York, and
WHEREAS, these proceeds are designated for the benefit of Elma Public Library building modifications ($25,000) and unrestricted use of the Lancaster Public Library ($9,000), and
WHEREAS, supplemental private and public grants are regularly sought to augment library equipment materials and other needs, and
WHEREAS, this late in the 2003 budget year there is insufficient time to amend contracts, process payments and cost- effectively utilize these proceeds, which will result in the proceeds becoming part of the System’s 2003 year-end available fund balance, and
WHEREAS, the most practical approach to utilize these funds is to amend the 2003 budget to recognize the revenue and designated recipients and then immediately amend the 2004 budget appropriating the $34,000 from fund balance to the individual contracting library budget lines, and
WHEREAS, of equal importance, given the uncertain status of the New York State Budget (hence State Library Aid), is the desirability of authorizing the contracting libraries to retain these funds until such time as the specific project is complete or, for undesignated funds, they are needed to offset future aid reductions, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library gratefully accepts the $34,000 in State Aid, and be it further
RESOLVED that the Board of Trustees of the Buffalo and Erie County Public Library approves a budget amendment to the 2003 budget increasing Revenue Account SFG #8209734206390107 (state aid special) in the amount of $34,000 and expenditure accounts as follows:
SFG #
For
Amount
8209734208300165
Elma Public Library
$25,000
8209734208300170
Lancaster Public Library
$9,000
TOTAL EXPENDITURES
$34,000
and be it further
RESOLVED, that these proceeds not be disbursed in the remaining days of 2003, but be retained in 2003 ending fund balance to be available for disbursement in 2004, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves a budget amendment to the 2004 budget increasing the SAP equivalent to Revenue Account SFG #820973420698 (use of fund balance) in the amount of $34,000 and equivalent SAP expenditure accounts as follows:
SFG #
For
Amount
8209734208300165
Elma Public Library
$25,000
8209734208300170
Lancaster Public Library
$9,000
TOTAL EXPENDITURES
$34,000
and be it further
RESOLVED, should the aid be received in 2004 instead of late 2003, the above amendment to the 2003 budget would be null and void and the revenue account for the amendment to the 2004 budget would change from use of fund balance to state aid special, with the expenditure allocations unchanged, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the above contracting libraries to retain these funds until such time as they complete the specific project or, for undesignated funds, they are needed to offset future aid reductions, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library strongly suggests each contracting library retain these funds for the above purposes as the State Aid picture for 2004 is still unclear and both state and local financial resources may be further challenged in 2005, and be it further
RESOLVED, that a copy of this resolution and a revised Exhibit A be transmitted to the above libraries to implement the change.
Agenda Item E.2.c – 2004 Budget Adjustments – Re-budgeting Available Balances. It is necessary to re-budget monies to allow continual purchasing of library materials and for ongoing projects such as Buffalo Branch painting and landscaping as well as the Central Library renovation. On motion by Ms. Maggiore and a second from Ms. Mahoney, the following resolution was approved unanimously.
RESOLUTION 2003-60
WHEREAS, at its regular meeting of December 18, 2003, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 2003-58 adopting the Library’s 2004 Budget, and
WHEREAS, subsequent to adopting the 2004 budget a number of 2003 projects and activities not completed or implemented in 2003 are desired to be completed or implemented in 2004, and
WHEREAS, normally, as part of the year-end closing process, final totals and balances available are brought forward for Library Board consideration and action in the spring of the following year, and
WHEREAS, the size and scope of some of these ongoing projects and activities is of such magnitude that waiting until final figures are available would result in disrupting and delaying these projects, and
WHEREAS, sufficient ending fund balance is estimated to be available to meet these objectives, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library amend the 2004 Operating Budget revenue and expenditures as shown on the attached Exhibit One.
Resolution 2002-60: Exhibit One
Estimated Balances Available for Immediate Rebudgeting in 2004 to Avoid Disrupting Ongoing Projects
Source of Funds, Use of Estimated Available Fund Balance
Projects & Activities Continued From 2003
Amount
Rebudget balance of funds placed in Repair & Maintenance Account for Central Library Building (projects include the emergency generator close out and the Central Library Renovation Project- SFG Account 823)
150,000
Amount for above projects budgeted in SFG Account 975
39,200
Balances in County Legislator Member Item projects:
Landscaping (Niagara, N Park, Riverside (SFG 816)
2,200
Programming Fees (Niagara -SFG 816)
910
Programming Fees (Niagara -SFG 816)
Fairfield Branch Painting Supplement(Marinelli, Fisher, Smith) SFG 823
10,000
ETI Portion of Painting Proj (Multiple Branches -SFG 823)
37,530
Automatic Opening Doors (Riverside -SFG 931)
5,000
External Signage (Niagara, N Park -SFG 931)
1,330
Library Materials (Riverside/Northwest -SFG 938)
256
Library Materials (Hamburg -SFG 938)
1,000
Library Materials (Lancaster -SFG 938)
1,143
Rebudget unbilled amount for Amherst Utility Performance Contract (SFG 823)
24,397
Rebudget unencumbered balance in Library Materials Account (SFG 938)
249,097
Total Uses:
$522,063
Agenda Item E.2.d – 2002 Early Retirement Incentive Re-financing. This resolution approves re-financing of the early retirement incentive obligation from 2002. The cost of the 2002 incentive was spread out over five years at 8% interest. Legislation was passed this year that allows municipalities to bond the obligation and pay the Retirement System in a lump sum. Payments on the bonds will be made for five years with an anticipated interest rate of less than half of what was being charged by the State Comptroller.
Trustee Wisbaum arrived at approximately 4:06 p.m.
Ms. Juncewicz made a motion to approve Resolution 2003-61. Ms. Horton seconded and the re-budgeting was unanimously approved.
RESOLUTION 2003-61
WHEREAS, the Erie County government offered its implementation of the 2002 State Early Retirement Incentive (ERI) Program as specified in Erie County Local Law adopted on June 20, 2002, and
WHEREAS, on July 2002, the Board of Trustees of the Buffalo and Erie County Public Library adopted Resolution 2002-44 declaring its intent to participate in the 2002 State Early Retirement Incentive Program, and
WHEREAS, on August 8, 2002 the Executive Committee of the Library Board of Trustees of the Buffalo & Erie County Public Library authorized the Library’s participation in the program, and
WHEREAS, Erie County acts as the Library’s agent in Retirement System matters and sets the terms and conditions regarding participation, and
WHEREAS, Erie County’s Local Law specified the costs for the 2002 incentive program would be spread over a five-year period via payments to the New York State Retirement System amortized at a rate of 8% per annum, and
WHEREAS, recent changes in State Law allow Erie County to issue bonds to satisfy this obligation, and
WHEREAS, in anticipation of substantially lower interest costs versus the 8% rate charged by the State Retirement System, the Erie County Legislature on November 13, 2003 authorized issuing bonds to finance the remaining obligation, and
WHEREAS, issuance of said bonds is anticipated shortly, and
WHEREAS, this method will require budgeting bond proceed revenue to offset payment in full of the 2002 incentive balance, estimated at $829,926 for the Library’s portion of the incentive, and the resulting expenditure, now therefore be it
RESOLVED that the Board of Trustees of the Buffalo and Erie County Public Library approves a budget amendment to the 2003 budget increasing revenue account SFG #820973420691 (general obligation bond proceeds) in the amount of $829,926 and expenditure account SFG #820973420805 (fringe benefits) by the same amount.
Chair Roach stated the Board is grateful for the efforts of Dr. John Long and Chief Financial Officer Stone. They have worked very hard on the budget, and the outcome has been successful.
Agenda Item E.1.a – Internet Policy. Chairman Roach introduced Resolution 2003-62. This would amend the current Internet Policy to permit the use of filtering software. A Board Committee was appointed to study this issue. Based on the cost to the Library if filters are not installed as mandated by the Children’s Internet Protection Act and technological advances in filtering software, the Committee recommended the B&ECPL adhere to Federal guidelines. Chair Roach requested a motion to permit an amendment of the Internet Policy to include the use of filtering software. Dr. Long made a motion for approval and Ms. Summer seconded.
Ms. Summer commented that very few people appeared at the public hearing, and she felt the community did not indicate a strong opinion on this issue either pro or con regarding filters. The policy will permit patrons to look up legitimate information.
Chairman Roach called for a vote. Of the ten Trustees in attendance at this time, nine voted for approval. Ms. Juncewicz voted in opposition. The motion was carried nine votes to one.
RESOLUTION 2003-62
WHEREAS, on June 20, 2002, the Board of Trustees of the Buffalo & Erie County Public Library adopted an “Internet Safety and Acceptable Use Policy” to govern Internet access and public computer use at all libraries of the Buffalo & Erie County Public Library System, and
WHEREAS, on July 18, 2002, the Board amended that policy to include a statement on the limitations of filtering software that was consistent with a decision of the Third District Federal Court regarding the mandatory use of that technology under the Children’s Internet Protection Act (CIPA), and
WHEREAS, at the monthly meeting of the B&ECPL Board of Trustees on November 20, 2003, the Chairman authorized a review of the B&ECPL “Internet Safety and Acceptable Use Policy” and its compliance with CIPA by a committee of the same trustees who proposed the current policy in 2002, and
WHEREAS, revisiting this policy today is necessary because, in June 2003, the United States Supreme Court overturned the ruling of the lower district court whose decision formed the basis of B&ECPL’s current policy, and
WHEREAS, B&ECPL staff has collected data and considered the ramifications of both compliance and non-compliance with CIPA, and
WHEREAS, there are no criminal penalties but significant financial repercussions associated with non-compliance, and
WHEREAS, the Board’s committee reviewed documentation and, on December 11, 2003, entertained public comment regarding the application of technology protection measures (i.e., filters) on all computers that provide access to the Internet at the Buffalo & Erie County Public Library, and
WHEREAS, the application of filtering technology appears to offer relatively few impediments for adults who wish access to legitimate Internet content but dramatically minimizes the chance that minors will access inappropriate content either deliberately or inadvertently, now therefore be it
RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees approves compliance with CIPA, as affirmed by the United States Supreme Court, and authorizes the installation of filtering software on computers that provide access to the Internet, and be it further
RESOLVED, that the B&ECPL “Internet Safety and Acceptable Use Policy,” as adopted June 20, 2002 and amended July 18, 2002, be further amended to replace “General Statement of Policy” 1.G. with the following text:
To comply with the Children's Internet Protection Act and restrict access to online content that may be considered harmful to minors or offensive to adults, the B&ECPL employs technology protection measures (filters) on all computers with Internet access. Users must be cautioned that filters are not foolproof and due to technological limitations cannot obstruct access to all potentially harmful or offensive content. In addition, filters may block access to some legitimate or constitutionally protected material found on the Internet. By law, individuals who have attained the age of 17 have the right to unfiltered Internet access,
and be it further,
RESOLVED, that the B&ECPL “Internet Safety” and “Circulation” Policies be amended to raise the age of independence from parental consent for borrowing/access privileges from 16 to 17 years, as required by CIPA, and be it finally
RESOLVED, that B&ECPL staff affect necessary changes in regulations, registration procedures and technological modifications to achieve full compliance with CIPA at the earliest possible date on or before June 30, 2004.
Agenda Item F – Report of the Director. Director Michael Mahaney declined to make additional remarks. He explained that Mrs. Carey Caserta, Manager of the e-Branch, would demonstrate the capabilities of the Library’s new database searching service called MultiSearch. This portal enables simultaneous searching of the Library’s electronic resources. Search results are derived from the Library’s Catalog and subscription reference databases and soon will include the website as well. MultiSearch also generates detailed usage statistics.
Trustee Thomas arrived at approximately 4:15 p.m.
The following was submitted by the Director and transmitted to Board members prior to the meeting.
Legislature Approves Executive’s Recommended 2004 Erie County Budget with Few Changes: The 2004 Erie County operating budget sustains all current B&ECPL programs; however, it does include a $300,000 reduction in the library materials budget and a $100,000 reduction in the personnel services account (requiring additional vacancies to generate salary savings). On a more encouraging note, the County’s 2004 capital budget includes requested capital allocations of $1.205 million for the next phase of the Central Library Renovation Project; $1.6 million to replace the Central Library’s 40-year-old, five-story escalator system (possibly with elevators); necessary asbestos abatement; and $65,000 to replace one shipping and one maintenance vehicle.
“Friends” Assemble to Support Construction Projects: On November 18th, a group of South Buffalo residents gathered at the Dudley Branch Library to begin formation of the “Friends of the New South Buffalo Library.” COO Ruth Collins, Extension Services Administrator Sharon Y. Holley and branch staff from Cazenovia and Dudley joined the Director in welcoming these new friends and encouraging them to assist in public awareness, site identification and other supporting efforts. On December 4th, the Director joined Ms. Holley and North Jefferson Branch Manager Sandra Williams-Bush and a small group of area residents to discuss the formation of a friends organization to support the new Frank E. Merriweather, Jr. Branch Library on Buffalo’s East Side.
Sirsi Automation Migration Begins: After lengthy and complex negotiations that concluded last month with the unanimous approval of the Library’s Board of Trustees, plans for migration from the Library’s old DRA automation system to Sirsi Unicorn are finally in motion. Throughout November and December, the Sirsi Unicorn Migration Team of Shirley Whelan, Lucille DeFranks, Ann Kling, Dawn Peters, Carol Batt, Peggy Brent and Johnny Hsu has been busy addressing tasks contained in Appendix E, Schedule Milestones, of the final contract. In November, Sirsi staff conducted a three-day pre-installation training curriculum in the Central Library’s LEAD Lab. A follow-up session is planned for mid-December to assess B&ECPL’s progress in completing the workbooks and to offer further feedback and direction. Hardware has been ordered, and the test server has arrived. Sirsi’s Project Manager, Jane Ervin, holds weekly project management meetings with the B&ECPL team to review its progress on key tasks, to answer questions and to refine the implementation plan.
Board to Revisit Internet Safety Policy: On December 11th, members of the Library Board’s Children’s Internet Protection Act (CIPA) Committee invited members of the community to express their views regarding the B&ECPL Internet Safety and Acceptable Use Policy and the use of “technological protection measures” (a.k.a. filters) in providing Internet Access for those under the age of 17. Based on previously submitted correspondence and the oral comments of patrons at the hearing, the committee is poised to make a recommendation for the full Board’s consideration.
E-Rate Funding Award Received: In a letter dated November 18, 2003, the Schools and Libraries Division of the Universal Service Administrative Company (which administers the E-Rate program for the Federal Communications Commission) notified the Library that E-Rate discounts of up to $106,995.78 for the Library’s “Internal Connections” requests had been funded. This award means that the Library can now receive E-Rate discounts in the current year (July 1, 2003 - June 30, 2004) of up to $300,943.39. (The actual amount of discount is dependent upon the amount of services billed.) Of that total, $143,295.84 for Internet Access and Internal Connections is now subject to the requirements of the Children’s Internet Protection Act (CIPA). For the current funding year, the Library is in compliance because it adopted a new Internet Safety Policy in 2002 and because the Library is undertaking actions to evaluate filtering options (while not yet employing filtering software). To maintain eligibility for these categories of discounts for the E-Rate funding year beginning July 1, 2004, the B&ECPL must deploy software filters on all staff and public access computers.
Central Library Renovation Proceeds: Regular staff meetings with the Habiterra Design Team, Erie County’s Public Works Department and various contractors continue. B&ECPL Maintenance personnel have been constructing walls to separate the Grosvenor Room from the Humanities and Social Sciences Department and clearly define the new microform area. Wiring and cabling are being installed for microform equipment, computer stations and the distribution desk. Staff reactions to the new workroom are positive. Careful planning has provided more room in which to work while actually occupying less floor space. Plans to move the e-Branch from the first floor to the second floor “prairie” area are in development.
Lancaster Trustee Wick Retires: On November 21st, New York State Senator Dale Volker was among a group of public officials, trustees, staff, friends and family gathered at the Lancaster Country Club to honor Lancaster Public Library Trustee Elaine Kupp Wick on the occasion of her retirement after 31 years of exemplary service. During her tenure, the library moved from its cramped quarters on Clark Street to a spacious, modern building on Broadway. Mrs. Wick was delighted when the Director presented her a framed citation from the B&ECPL Board of Trustees.
B&ECPL Administrators Meet with Contract Library Directors: On December 3rd, more than 20 contract library directors joined the B&ECPL Administrative Team at the Central Library for a briefing on the County’s adopted 2004 budget, temporary extensions of the 2003 contracts and a general discussion on training issues and meeting frequency.
Library Offers New Databases: Over the past month, the B&ECPL has introduced two new database products: Ireland of Other Days, a genealogy product, and CQ Researcher, a current events database. Both are available at all libraries. CQ Researcher is also accessible remotely. Access to the Reference USA database (which is invaluable for persons researching businesses) has been extended to all libraries and remote users. Content has been expanded to include information on Canadian companies. Central Library Administrator Peggy Skotnicki oversees the review and acquisition of new electronic reference sources.
Shipments of Library Materials Continue at High Levels: The volume of library materials shipped among B&ECPL locations continues its brisk pace in 2003. Through November, boxes of library materials and supplies shipped among facilities increased 20% over the same period in 2002 to more than 89,000 boxes. On a year-to-date basis, the volume of “priority boxes,” used to move patron-requested items, has increased 26% to Buffalo branches and 36% to contracting libraries. This reflects the continuing success of the Library’s on-line patron initiated request system. The Shipping Department continues to operate a fifth (formerly overflow run) truck on a daily basis. To maintain a back-up vehicle, the 1988 truck that had been scheduled for surplus upon the arrival of the new 2003 truck has been retained and serviced. On a recent busy day, peak volumes warranted operating the 1988 vehicle to provide six runs to maintain timely deliveries.
You Could Not — Would Not — Want to Miss This! Random House Children’s Books is presenting the Seussentennial™ Imagination Tour, 100 days of traveling events and celebrations honoring the memory of Ted Geisel, better known as Dr. Seuss. The tour will visit 40 sites nationally over the first few months of 2004. In cooperation with Explore and More… A Children’s Museum, the Central Library will host an event on January 15th. The production includes readings of Dr. Seuss books, an interactive Imagination Workshop, costume character appearances and goody bags for children. B&ECPL Youth Services Manager Chris Moesch, Community Relations Director Ami Patrick and Barbara Leggett, Executive Director of Explore and More, are planning the event.
Staff Association Celebrates and Shares: On December 3rd, staff, trustees, retirees and friends from across the System gathered at the Central Library to enjoy hot hors d’oeuvres, baked goods and other treats, live music provided by the Buffalo Performing Arts Academy, free door prizes and much more at the annual B&ECPL Staff Association Holiday Meeting. Attendees had an opportunity to share their blessings with those less fortunate by purchasing raffle tickets and donating non-perishable food items to benefit the Food Bank of Western New York. The Library Administration extends its gratitude for the hard work of Staff Association President Amy Pickard, Mistress of Ceremonies Debra Lawrence, the Staff Association Board and all of the volunteers who helped with refreshments, donated money or treats, set up and cleaned up and donated raffle prizes to benefit the Food Bank. The event raised $454.00 for this worthy cause. The B&ECPL is fortunate to have such dedicated and hard-working personnel whose efforts make this annual event and so many other activities throughout the year resounding successes.
Central Library Wins First Place, Buffalo in Bloom: In well-deserved recognition of the skilled artistry of head gardener Tim Tuminno, the Central Library was awarded “First Place – Institutions” as part of Buffalo in Bloom 2003. Each year, Mr. Tuminno’s beautifully crafted landscapes impress thousands of library visitors and passersby.
Barcodes Are Better: The first phase of the Library’s efforts to convert obsolete optical character recognition (OCR) labels to the preferred barcode format has concluded. Staff from each Buffalo branch and contract library, often with the help of volunteers, used devices known as “chameleons” to clone new labels from older OCR strips. Under the direction of librarians from the Catalog Department, the project has allowed circulation transactions to be processed more quickly, accurately and at a lower cost to the Library’s operating budget than using the older OCR format. In addition, converted libraries are positioned to take advantage of self-checkout and other barcode-ready technologies. Phase two of the project, which will continue for several years, concentrates on the conversion of the Central Library's extensive collections. This phase is proceeding more quickly than expected, largely due to the efforts of retired cataloger Peter Tifft. When Mr. Tifft retired from the B&ECPL in September of 2002, he expressed his eagerness to volunteer his services toward this effort. Thus far, he has logged more than 600 hours toward the project.
2004 Summer Reading Program Garners Early Praise: Supplementary materials for use with the 2004 New York State Summer Reading Program were unveiled at the New York Library Association (NYLA) Conference in Saratoga Springs in October. Incentives include key chains, pencils, pens, t-shirts, zipper pulls and Statue of Liberty erasers expressing the campaign’s Read, White and Blue theme. The poster created by Caldecott Medal winner Ed Young was a hit, and the young adult graphic novel-style poster created by B&ECPL graphic artist Dawn Stanton was very popular. The overwhelmingly positive reactions to the incentives and programming manual from librarians across New York State is a tribute to the dedication, creativity and hard work invested in the planning process, spearheaded by B&ECPL System Youth Services Manager Chris Moesch.
Fine Revenue Results: November System-wide receipts totaled $100,562.32, an increase of $30,589.07 or 44% above the $69,973.25 collected in November 2002. Year-to-date collections, including adjustments, now total $1,161,556.24, which reflects an increase of $397,469.05 or 52% above the $764,087.19 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.
Library Material Recovery Services Maintain High Success Rate: Since the B&ECPL began referring accounts for collection to Unique Management Services in November 2001, more than 7,000 accounts have been processed with more than 4,000 of those patrons (56% of the total) responding by settling their accounts either partially or fully. The value of recovered library materials now exceeds $271,000, and fines/lost material charges paid is approaching $128,000 for a combined total of almost $400,000 (more than five times the cost of the service). As has been the case from the start, the highest priority of this service is to encourage patrons to return long overdue library materials so others may use them.
Network Staff Assists Cheektowaga Library… One More Time: Extensive roof repairs forced the closing of Cheektowaga’s Julia Boyer Reinstein (JBR) for several weeks earlier this fall. B&ECPL personnel were there to lend a hand, especially Network Support staff, who disconnected and moved computer workstations out of harm’s way and then reinstalled them when roof repairs were complete. Network Support returned again last week to relocate computers for the installation of carpeting to replace floor coverings damaged by earlier roof leaks and subsequent repairs. The library was closed December 9th and re-opened December 10th when Network’s Dave Kozlowski assisted JBR staff in moving the equipment one more time.
B&ECPL Participates in Caregiver Resource Fair: On November 20th, Humanities and Social Sciences librarians Angela Pierpaoli and Cynthia Van Ness represented the Library at this event hosted by Erie County in the Rath Building. They promoted library resources available for caregivers and described the New York State Talking Book Program for patrons unable to use printed books.
Staff Practices Community Outreach: On November 19th, Extension Services Administrator Sharon Holley and Popular Materials’ Department librarian Jessica Ewing visited the Makowski Early Childhood Center to address the Buffalo School Librarians Association. Information on the B&ECPL’s LEAD Training Lab’s “Homework Happy Hour,” borrower registration and account review procedures and other items were distributed. Librarians were asked to share information with staff and students in their school buildings.
Former B&ECPL Administrator Joins Outreach Advisory Committee: On November 21st, the Coordinated Outreach Library Advisory Committee met to review updates on grant status and System outreach activities. Along with Extension Services Administrator Sharon Holley and COO Ruth Collins, retired B&ECPL administrator William A. Miles attended the meeting as the Committee’s newest member.
Display Features Costume Materials: Humanities and Social Sciences librarian Charles Alaimo has created a beautiful display of costume books from the Library’s rare book collection. This is one of the most attractive and well-received displays mounted in the Rare Book Room in recent years. Dawn Stanton and Darlene Pennachi (Graphics Department) deserve commendations for their contributions, particularly for their “paper dolls” in colorful historical garb.
Digital Imaging Pilot Project Begins: Network Support staff has installed equipment in the Grosvenor Room for use by librarians assigned to execute B&ECPL’s first digital imaging project, “The Great Race,” which showcases rare library holdings on the Buffalo- uilt Thomas Flyer automobile, winner of the world famous race from New York to Paris in 1908.
B&ECPL to Evaluate Patron Satisfaction: A System-wide effort resulted in 10,595 completed surveys, which have been submitted to BOCES for tabulation. The final report format is expected soon.
Audience Enjoys “Real Life X-Files:” On November 22nd at the Central Library’s “Ring of Knowledge,” Dr. Joe Nickell, columnist for the Skeptical Inquirer and author of several non-fiction titles, captivated an audience of 45 with his tales of hauntings, psychic events, Roswell aliens and other paranormal phenomena.
Youth Services Staff Partner with UB: B&ECPL Youth Services librarians Chris Moesch, Kelly Donovan and Beverly Federspiel met with University at Buffalo School of Informatics Professor Melanie Kimball to discuss ways in which the Library can partner with UB to help graduate students fulfill their assignments and make sure that students who intend to work in public libraries after graduation receive the necessary guidance in fulfilling course distribution requirements. As a result of the meeting, Ms. Moesch attended Professor Kimball’s class on December 3rd and presented a “bad books” demonstration as part of a discussion on collection development. The “bad books” represent an assortment of marginal works that have been submitted for reviews by School Library Journal over the years, and the titles always lead to a lively discussion regarding selection criteria.
“It’s Alive” in Buffalo/Niagara: As part of a special poster competition this winter, the B&ECPL, in cooperation with University at Buffalo Libraries and Just Buffalo Literary Center, is offering high school students a chance to create their own version of the Frankenstein monster circa 21st century Western New York. The competition is designed to generate enthusiasm for the dynamic traveling exhibition, Frankenstein: Penetrating the Secrets of Nature, which visits the Central Library in January. The exhibit examines Mary Shelley and her famous novel, scientific development, moral responsibilities, Frankenstein in popular culture and much more. To accompany the exhibit, a number of entertaining and informative events are being planned. Frankenstein: Penetrating the Secrets of Nature was developed by the National Library of Medicine in collaboration with the American Library Association. It has been made possible by major grants from The National Endowment for the Humanities, Washington D.C., and the National Library of Medicine, Bethesda, Maryland.
Authors Assemble and Exchange: On December 13th, the Central Library offered the community an opportunity to experience Western New York’s published writers of plays, short stories, novels, poetry, essays and other literary forms. More than 20 authors gave readings from their works and were available, along with 10 other writers, for discussion, book sales and signings at the “Ring of Knowledge.” Authors Cynthia Van Ness and Jack Edson, both B&ECPL librarians, participated in this popular event.
Helping the Environment @ Your Library: The B&ECPL has joined Erie County’s Department of Environment and Planning in a collaboration designed to address the excess of cell phones that have outlived their usefulness. Until the end January 2004, people can bring an old cell phone to any B&ECPL location and deposit it in a collection box for re-use or recycling. Each recycled cell phone earns $3 for the local library. Funds can translate into a special children’s program, new materials added to the collection or other options, depending on the local library’s needs and preferences. Cell phones will be shipped to Ecophone, a firm that either refurbishes them or recycles their internal components. As County residents upgrade to newer models, especially during the holiday gift-giving season, older, outdated cell phones end up in desk drawers or, even worse, buried in landfills or burned in waste incinerators. This program offers an environmentally friendly and potentially profitable alternative.
Correction: The November 2003 Director’s Report incorrectly stated that the Library’s “Chapter-a-Day” On-Line Book Club subscriptions are funded by the Library Foundation. In fact, this service is supported by B&ECPL Unrestricted Trust Funds.
Miscellaneous Meetings and Appearances: On November 20th, B&ECPL Trustees Rebecca Mahoney, Elaine Panty, Phyllis Horton, John Long and Trustee Emeritus Robert Plache attended County Executive Joel A. Giambra’s annual reception honoring Erie County’s faithful volunteers at the Rich Renaissance Center. The Director and COO Ruth Collins also attended. On November 21st, COO Collins and the Director met with University at Buffalo and UB School of Informatics development staff, Jennifer McDonough and Kristin Brill, to discuss fund raising strategies in lean economic times. On November 25th, the Director joined Erie County’s commissioners and department heads at the County’s Emergency Operations Center in Cheektowaga for a tour and presentation on the facility’s resources and capabilities. On December 11th, COO Collins and the Director met with representatives of ACT to begin planning the 2004 Trustee Workshop, which is scheduled to take place on March 27, 2004.
Agenda Item G – Nominating Committee Election. Chairman Roach named Phyllis Horton and Elaine Panty to be members of the Nominating Committee, with Ms. Horton being Chair. Ms. Mahoney nominated W. Lawrence Buck, Judith Summer and Sharon Thomas. There being no further nominations, the slate was approved as motioned by Ms. Mahoney and seconded by Ms. Horton.
Trustee Buck arrived at approximately 4:17 p.m.
Agenda Item H – Report of the Foundation Director. Kathryn Vedder reported that in its first few days, the annual fund- raising campaign has received $9,000 from 129 individuals, and 22% were first-time donors. Ms. Vedder’s written report contained information on the Annual Fund, a new Board member, the Margaret L. Wendt Foundation, the Huckleberry Finn CD-ROM, a Joint Executive Committee meeting and B&ECPL funding support.
Agenda Item I – Public Comment. John Klukowski, 189 Cazenovia Street, Buffalo, asked the Board to keep all libraries open and fully operational. He also stated the Buffalo Common Council passed a resolution opposing any library consolidation.
James Griffin of South Buffalo noted the B&ECPL facility study indicated the Cazenovia and Dudley Libraries could not be easily expanded. Mr. Griffin believes the buildings could be enlarged and that interior space could be better utilized.
Valerie Nederhofer of Buffalo spoke in favor of neighborhood libraries.
Sandra J. Carrubba, 200 E. Hazeltine, Kenmore, is Chairperson of the Green Party of Erie County. She said statistics indicate 40% of adults living in Buffalo do not have access to private transportation. Also, the Buffalo Public School System has cut back on librarians. Neighborhood libraries are important.
Catherine Hetzler, 48 Lorraine Avenue, South Buffalo, spent two weeks researching public library resources at the B&ECPL and UB and has determined the Board’s decision to build a new hub library in South Buffalo is consistent with the best thinking of what a community library should be. She personally has found both Dudley and Cazenovia to be totally inadequate. Ms. Hetzler is working with others in the South Buffalo community to prepare a proposal for a new library that will better serve residents.
Misty Negron, 25 St. Stephens Place, Buffalo, would like the Board to keep both Cazenovia and Dudley libraries open.
Gail Block, 76 Kingston Place, reviewed petitions turned in by Save Our Libraries and believes that 43% of signatures were invalid or not from residents of South Buffalo. A Committee has been set up to obtain input from residents and make a recommendation to the Board.
Susan Negron, 25 St. Stephens Place, feels the signatures of non-residents are an indication people don’t want to see libraries close anywhere. She thinks two libraries are better than one.
ElizaBeth Berry, 205 Tampa Drive, 14220, is President of Save Our Libraries. She read a poem expressing her desire that Trustees keep both the Cazenovia and Dudley libraries open.
Agenda Item J – Unfinished Business. No unfinished business.
Agenda Item K – New Business. No new business.
There being no further business, on motion by Ms. Mahoney, seconded by Ms. Horton, the meeting was adjourned at approximately 4:37 p.m.
Respectfully submitted,
Annette A. Juncewicz
Secretary