MEETING MINUTES
MINUTES
REGULAR MEETING OF THE
BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
FEBRUARY 19, 2004
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, February 19, 2004, in the Central Library pursuant to due notice to Trustees. The following members were present:
Rebecca L. Mahoney, Chair
John B. Long, Treasurer
W. Lawrence Buck
Annette A. Juncewicz
Elaine M. Panty
Abdul H. Raoof
Daniel T. Roach
Judith K. SummerRobert J. Plache, Trustee Emeritus
George M. Zimmermann, Trustee Emeritus
Excused:
William P. Brosnahan
Phyllis A. Horton, excused
Susan Maggiore, out of town
Sharon A. Thomas
Raul Vazquez
Wayne D. Wisbaum, out of town
Agenda Item B – Approval / Changes to the Agenda. Chair Rebecca Mahoney called the meeting to order at 4:10 p.m. in the Joseph B. Rounds Conference Room. She explained the meeting would commence with informational items while awaiting the arrival of the eighth Trustee, which would constitute a quorum and allow business to be conducted. She advised members that a revised Resolution 2004-7 had been provided with final figures. Agenda items were taken out of order.
Agenda Item E – Committee Reports.
Agenda Item E.1 – Executive Committee. No report.
Agenda Item E.3 – RENEWAL Committee. Ms. Mahoney reported the Committee met to discuss the Mobiles Study; more information was requested. When the report is revised, another meeting will take place and ultimately a proposed plan of service will be brought before the Board.
Agenda Item F – Report of the Director. Michael Mahaney updated Trustees on the South Buffalo library project. South Buffalo residents who support the new library project were invited to form a Friends group. That has resulted in the formation of a Citizens Interim Committee for the South Buffalo Library. The Library has agreed to assist this group in advancing the project. The Interim Committee will conduct a third public meeting to receive feedback at the Cazenovia Branch on February 23rd. The final meeting will be on March 6th at the Dudley Branch. Once the Committee has finished its work, members will share the findings with the B&ECPL Board. This Committee also plans to start a formal Friends of the Library group for South Buffalo. Because this will be an Erie County Capital project, meetings are planned with County officials to identify the next steps in the process.
The following was submitted by the Director and transmitted to Board members prior to the meeting.
Governor’s Proposed State Budget Cuts Library Aid 5 Percent: While not as severe as last year’s proposal, Governor George Pataki’s FY 2004-2005 New York State budget contains reductions to a variety of programs, including Library Aid. Based on the amounts received in 2003, total Aid under State Education Law 273, Chapter 917 would be reduced $4.4 million, from $88.8 million to $84.4 million. This is the fourth year that the budget contains a “hold harmless provision” that continues distribution of Library Aid under the 1990 Census formula. Since New York State's population in the 2000 Census increased 5.5 percent (from 17,990,778 to 18,976,457) over 1990, increased funding of approximately $2.5 million (to a total of $91.3 million) is needed to maintain the per capita distribution amounts in present law. B&ECPL’s allocation would decrease approximately $145,000 over the operating and grant amounts received in 2003. B&ECPL’s 2004 budget already anticipated a decrease resulting from Erie County’s population loss in the 2000 Census, thus reducing the net potential cut to the 2004 budget to approximately $96,000. Contract Library Directors/Library Managers have been advised of the potential impact and urged to monitor their budgets closely and restrain spending.
Frankenstein Is Alive at the Central Library: Over the past two weeks, reaction to the Central Library’s traveling exhibition, “Frankenstein: Penetrating the Secrets of Nature,” and corresponding programs has been overwhelmingly positive. Media coverage is unprecedented, including live segments on WGRZ-TV Channel 2’s morning show as well as an appearance on WIVB-TV Channel 4’s “Why Guy” segments where B&ECPL’s Community Relations’ Director Ami Patrick and Humanities Librarian Meg Cheman substituted for the real “Why Guy,” Kevin O’Neil, who was stranded by bad weather in Charlotte, North Carolina. In addition, all three network affiliate TV stations visited the exhibit and aired segments promoting Frankenstein-related festivities. Live broadcasts included Ms. Patrick on WBEN-AM Radio and Ms. Cheman on Adelphia-13’s “Crossroads” program with host Peter Anderson. In addition to several smaller listings, The Buffalo News featured lengthy articles in its teen publication, NeXt, as well as a front page item in the “City and Region” section. Also, Artvoice and the majority of community newspapers have published articles. The public’s reaction has been equally favorable. The opening program and reception on January 24th attracted an audience of more than 100 for a panel discussion led by Buffalo State Professor, Donn Youngstrom. Panelists included Mark Fulk, Buffalo State English Professor, Geri Lyon, Presbyterian Pastor, and Dr. Maurizio Trevisan, UB’s Dean of Public Health. The lively discourse centered on Mary Shelley and her creation, medical realities of the past and present, and moral/spiritual implications in the pursuit of science. Following the panel discussion, Buffalo’s own Adam Frankenstein announced the winners of the Frankenstein Poster Contest, which invited area students to design a 21st Century monster in a Western New York setting. Prizes, donated by staff of the UB Libraries and the B&ECPL, included gift certificates to Media Play. Lunch hour discussions of the Shelley novel, three different film screenings of the Frankenstein story facilitated by UB’s Distinguished Professor Bruce Jackson and a children’s program on robotics round out planned programs. The exhibit continues through March 5th.
SIRSI Migration Underway: The migration from the Library’s aging DRA automation system to SIRSI Unicorn is scheduled to take place in July. This month, representatives from SIRSI began to train key staff from Public Services, Support Services and Network Support. Instruction continues in March. After becoming familiar with the software themselves, this core group will develop curricula and conduct training programs for other B&ECPL staff. Current plans call for a System-wide training push in May and June.
Online Registration for E-mail Notification Soars: To encourage patron enrollment, a new feature was introduced last month on the Library's website, allowing patrons to register online for e-mail notifications of overdue and requested materials. In the same form, patrons also may elect to receive e-mail newsletters from the Library, which will promote the latest B&ECPL services and events. In its first few weeks of availability, more than 1,800 patrons have signed up for e-mail notifications. Most have elected to receive e-mail newsletters as well. These will begin distribution in the near future.
Seuss-A-Bration Succeeds Despite Winter’s Chill: On January 15th, although many area schools were closed due to inclement weather, the Central Library welcomed more than 160 children, teachers and parents for the Seussentennial™ Imagination Tour, celebrating the life, words and art of Dr. Seuss. Guests were greeted by Seuss characters, the Cat in the Hat as well as Thing One and Thing Two. New York City’s Irondale Ensemble Project presented a lively performance of Dr. Seuss books and a biography of his life. The event was coordinated by Explore & More… a Children’s Museum and sponsored by Random House. The Imagination Tour will visit 40 cities nationwide to celebrate the 100th anniversary of the birth of Dr. Seuss.
New North Jefferson (Frank E. Merriweather, Jr.) Branch Library Attracts Friends and Funds: Area residents have begun meeting to establish a formal Friends group to support the new East Side library. Extension Services Administrator Sharon Holley and Branch Manager Sandra Bush are facilitating the group’s organizational efforts. Local groups and individuals have stepped up to the plate to do their share to advance the project. The Director’s January 2004 report noted that the African American Police Association and the firefighters organization known as Members of Color Helping All (MOCHA) conducted a fundraiser to benefit the project. Their efforts resulted in $2,000, specifically earmarked for this project. Subsequently, WBLK and Sensation’z Nightclub recognized the efforts of these two groups and contributed another $1,000. More community fundraising is planned.
South Buffalo Residents Discuss Proposed Project: Several weeks ago, the Library invited South Buffalo residents who support the new library construction project to form a group of Friends. This invitation has resulted in the establishment of the Interim Committee for the South Buffalo Library. This group of citizens is conducting public meetings at various locations throughout the community to solicit feedback and increase public awareness. Library staff continues to monitor the group’s activity and, as the B&ECPL and the Interim Committee share mutual interests, the Library is offering limited assistance in their efforts. Further, the B&ECPL has received private donations specifically designated to support this Committee’s work, just as it often accepts donations from supporters on behalf of a particular branch library or project. After the series of public meetings concludes in March, the Interim Committee plans to establish a formal Friends organization.
Latest E-Rate Funding Requests Completed: Deputy Directors Ken Stone and Shirley Whelan have been burning the midnight oil completing the E-Rate request process for the funding year July 1, 2004 – June 30, 2005. E-Rate “471 forms” were submitted and certified online prior to the February 4, 2004 deadline. The E-Rate program funds 61% of System-wide telecommunications and Internet access costs and up to 90% of the cost of the equipment requests based upon poverty rates within the school districts served by an individual library. If all requests were approved as submitted, the B&ECPL would receive total funding of up to $418,018.47 in the following categories: $158,197.83 for telecommunications services (voice and high-speed data); $42,130.92 for Internet access; and $217,689.71 for internal connections (networking equipment, e-mail servers and data cabling). The portion of the request subject to the Children’s Internet Protection Act requirements totals almost $260,000.
B&ECPL Hosts Martin Luther King, Jr. Observances: On January 15th, the Department of Extension Services conducted the annual tribute program in the Central Library’s Mason O. Damon Auditorium. On January 23rd, Urban Services Coordinator Claudia Yates presented a program commemorating Dr. King for 340 children at Buffalo Public School #53. Also on that date, Librarian Julia Gelsomino presented a program at School #68 / Westminster Community School for approximately 250 students, teachers and family members.
2003 Fine Revenue Results Match Projections; 2004 Shows Modest Increase: December 2003 System-wide receipts totaled $103,516.75, an increase of $38,411.66 — 59% above the $65,105.09 collected in December 2002. For the year, 2003 collections (including adjustments) totaled $1,265,151, an increase of $435,959 — 53% above the $829,192 received in 2002. System-wide receipts for January 2004 totaled $112,619.51, an increase of $6,484.74 or 6.1% above the $106,134.77 collected in January 2003. These results are running modestly ahead of the 3.6% increase included the 2004 budget. CFO Ken Stone continues to monitor and report revenue results.
Implementation of Erie County’s New Financial System Delayed until May 1st: Pursuant to a recommendation from the County Comptroller, implementation of the County’s new SAP financial system, originally scheduled for January 1, 2004, has been delayed for further testing. Payroll systems are slated to “Go Live” on April 10th, with financial and management systems to be activated May 1st.
Staff Preparing for Central Renovation Phase I: In recent weeks, Maintenance and Public Service personnel have undertaken a variety of activities to prepare the Central Library for Phase I of its multi-year renovation. Much of the work involves relocating existing operations to free up space for pending renovation work. The Library’s e-Branch has moved to the 2nd floor “prairie” area. Plans are also underway to relocate the Interlibrary Loan Department to 2nd floor space. These departmental shifts vacate space that will eventually be used for additional public stack areas. In other moves, microform equipment and files previously located on the ground floor have been relocated to the Grosvenor Room, with infrequently used microform consigned to Tier A. Eight reader-printers and three readers are now available for public use. When the Library receives the NYS Vital Records, microfiche readers will be added. A single distribution desk now serves both microform and public access computers in the department.
Verizon SuperPages Partnership Continues: Due to an ongoing and successful partnership, B&ECPL has been invited to apply for additional funds from Verizon SuperPages. In 2003, Verizon SuperPages awarded two grants to the Library totaling $70,000 for Project L.E.A.D. (Libraries Expand Access for Discovery) Through Technology. This financial support enabled the Library to develop programs, staff the new computer-training lab and pay partial subscription fees for Live Homework Help. The 2004 proposal will request an additional $35,000, extending the activities of Project L.E.A.D. to include a Summer Cyber Camp for youth at the Central Library.
Branch Program Attracts Young Talent: On January 2nd, the Northwest Branch Library hosted “American Idle,” a program designed by Librarian Gwen Collier to take advantage of popular interest in the television show, American Idol. This talent showcase received an enthusiastic response from neighborhood youth. The winner among the seven young men who competed for the title was Muhammed Abdallah, an 8th grader at School #45, who took top honors for his stand-up comedy routine. The prize was a $50 gift certificate donated by Street Gear.
Central Library to Host Homeland Security Information Center: The B&ECPL is one of three public library systems designated to receive a Homeland Security Center through a Western New York Library Resources Council (WNYLRC) grant from NYS Senator Dale Volker. The Library will receive $6,000 for a computer workstation and materials dedicated to homeland security issues. The computer will be located in the Business, Science and Technology (BST) Department of the Central Library. A ribbon cutting ceremony and a program on homeland security will take place later in the year. Librarians Kate Weeks (BST), Suzanne Colligan of Humanities and Social Sciences and Webmaster Brian Fending are the B&ECPL representatives on this project.
Process Improvement Project Begins to Show Results: Issue #2 of Working On It provides an update for staff on the Process Improvement Project (PIP). This installment reports on some of the findings from the data collection phase and outlines Phase II objectives. A sub-group of the PIP Committee (Lee Ainsworth-Mahaney, Elaine Mahaney, Cathy Foertch, Debra Lawrence, Ward Pautler and Doreen Woods) is establishing standard times for various activities in order to draw more useful and realistic comparisons. Joining the PIP team is Librarian Trainee, Lou Omel, whose expertise in statistics and databases is proving invaluable.
Library Participates in Straight Talk: On January 24th, Business, Science and Technology Librarian Dan Caufield represented the B&ECPL at the 2004 “Straight Talk” Conference. This daylong workshop, sponsored by the Small Business Administration, targets the information needs of aspiring entrepreneurs, offering classes and speakers from various local agencies. At least half of the 400 attendees visited the B&ECPL promotional table, taking information packets about the Library’s resources. As always, the day provided a wonderful opportunity to reach out to a large number of Erie County residents and impress them with the wealth of resources the B&ECPL can provide. This event always generates many follow-up visits to the Library.
State of the Library 2004: In two separate sessions on February 11th, the Director delivered his 2004 "State of the Library" address. Although this annual message is intended primarily for staff, B&ECPL Trustee Judy Summer and several contract library trustees joined approximately 250 employees from Central, City and Contract Library locations to hear highlights of 2003 and objectives for 2004. The message expressed concern over proposed aid reductions from New York State and ongoing vacancy control measures to address a $600,000 salary turnover target in the 2004 operating budget. While the message was cautionary, it applauded the ongoing efforts of staff to deliver service and hailed 2003 as the busiest year in B&ECPL history.
State of the County 2004: On February 11th, the Director, Deputy Director Ruth Collins and former Director Diane Chrisman joined B&ECPL Treasurer John Long for County Executive Joel A. Giambra's "State of the County" address at the Buffalo Convention Center. While the County Executive's remarks did not address libraries directly, they did encourage efforts toward regionalism and consolidation that are consistent with certain B&ECPL initiatives.
Agenda Item G – Report of the Foundation Director. Chair Mahoney introduced Anne Leary, the new Executive Director of the Library Foundation. She has done consulting work on a number of fundraising campaigns and was very successful in coordinating the local Kids Voting project.
Ms. Leary stated she is looking forward to working for the Foundation and making the public aware of its mission to support and enhance library services. She hopes to meet with all the Friends of the Library groups and plans to network with other library-related groups, such as book clubs. Mr. Mahaney welcomed Ms. Leary and said the Library is looking forward to working with her to develop fundraising opportunities.
Agenda Item H – Public Comment. Joel Rose, 310 Woodward Avenue, Buffalo, spoke against consolidation of any city libraries, including the Fairfield Branch in his neigh-borhood. He feels the purpose of a neighborhood library is to serve children and casual readers, not to do research, so convenience is paramount. The Central Library has wonderful materials for research, and he does not see a need to create an intermediate level library that might be less accessible.
Peter Warn, 88 Coolidge Road, Buffalo, is a member of the Interim Committee. He feels for the most part there is acceptance of this project and enthusiasm about doing it well. However, there is some wariness due to the undefined aspects of the project. It would be helpful if the Board could identify the group that will be making decisions on this project and outline a preliminary timetable so energy can be focused on what needs to be done. He would also like clarification on the public participation envisioned for the formal Friends Group that will soon be formed. Legislator Mark Schroeder has participated in the hearings and answered questions, but the Board needs to speak, too.
Valerie Niederhofer is a Green Party member who lives in Buffalo. The “Greens” are against sprawl and the spread of highways, which lead to the disintegration of cities. Reducing libraries in Buffalo would contribute to sprawl and increased automobile use. Buffalo neighborhoods need to retain and increase amenities, not eliminate them.
John Klukowski, Sr., 189 Cazenovia Street, Buffalo, said South Buffalo residents love their libraries. He wants more details about the proposed new library, which he feels is unfair to the taxpayers of South Buffalo. He would like to see the current libraries fixed up and asked the Board to reconsider its decision.
Trustee Juncewicz arrived at approximately 4:30 p.m., and a quorum was then present.
Buffalo Common Council Member Jim Griffin, 420 Dorrance Avenue, Buffalo, is an advocate of keeping two libraries in South Buffalo. He stated the Watson Branch was closed about 30 years ago and is still vacant. He believes Cazenovia and Dudley could be expanded. Closing those branches will be a hardship for some people.
ElizaBeth Berry, President of Save Our Libraries (SOL), address P.O. Box 215, 14220, stated she represents 3,000 individuals who signed petitions opposing the closing of any Buffalo library. She demanded the B&ECPL assist the SOL group in the same way it is assisting the Interim Committee. She feels it is more important to have two libraries with basic library services rather than one large facility with more up-to-date amenities. If fewer patrons can get to the new library, it will not benefit the community.
Jeffrey Gauthier, 189 Cazenovia Street, Buffalo, recited statistics giving the square footage and hours of service at the Cazenovia and Dudley branch libraries.
Mary Gillespie, 394 Summer Street, Buffalo, spoke against consolidations in general. She believes we are losing small parts of America by combining things into larger amalgamations.
Agenda Item D – Report of the Chair. Chair Mahoney stated she is glad to see so many people who feel strongly about libraries attend Board meetings. The B&ECPL follows public meeting laws and does not respond to comments at meetings. However, the Board will reply to any questions. To facilitate that process, the public is asked to submit in writing any questions that require a response. This will ensure that all questions are responded to in a timely manner and that no question is overlooked.
Agenda Item C – Minutes of the Meeting of January 15, 2004. On motion by Mr. Buck, seconded by Ms. Panty, the Minutes were approved as mailed.
Agenda Item D.1 – Committee Appointments. Mr. Roach moved to approve Committee appointments. Ms. Summer seconded, and appointments were approved as presented.
Agenda Item E.2 – Budget & Finance Committee. Dr. Long stated he had reviewed the budget and finance items and called upon Deputy Director Kenneth Stone to present the resolutions to the Board.
Agenda Item E.2.a – Contract Library Transfers. Mr. Stone stated this item involves year-end transfers for several contracting libraries. Ms. Panty inquired about the number of requests and the large amounts being transferred, including several transfers for equipment purchases. Mr. Stone explained the Hamburg Public Library decided to replace outdated furnishings at the Hamburg Library using some Legislative monies appropriated in 2003 plus some funds remaining in its 2003 budget. He did not dispute that the furnishings needed to be replaced, but said he advised Hamburg —and all other contracting libraries — that in the future all requests of this nature need to be submitted in a more timely manner. Depending upon the overall financial situation, some transfer requests may be denied. All Library Directors/Managers have been advised future transfer requests will be subject to a much greater degree of scrutiny, and he asked directors to manage budgets even more tightly than before.
Some transfers were a result of the retirement bill coming in much higher, which was beyond anyone’s control. Mr. Stone stated the year-end financial report indicates that all budget targets were met in terms of salary savings in 2003. Mr. Plache asked if sub-accounts could be combined to condense the report submitted to the Board. Mr. Stone replied that the County’s new financial system will allow more flexibility in the way information is processed. Dr. Long moved for approval, and Ms. Panty seconded. The transfers were unanimously approved.
RESOLUTION 2004-3
WHEREAS, a request for budget transfers has been received from the Amherst Public Library, Aurora Town Public Library, Cheektowaga Public Library, Clarence Public Library, Hamburg Public Library, Lackawanna Public Library, Orchard Park Public Library and Town of Tonawanda Public Library, now, therefore, be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve transfers totaling $19,914 within the budget of the Amherst Public Library, $1,457 within the budget of the Aurora Town Public Library, $20,850 within the budget of the Cheektowaga Public Library, $846 within the budget of the Clarence Public Library, $40,755 within the budget of the Hamburg Public Library, $4,210 within the budget of the Lackawanna Public Library, $11,874 within the budget of the Orchard Park Public Library and $63,202 within the budget of the Town of Tonawanda Public Library.
Agenda Item E.2.b – Amend 2004 Budget: County Legislature Member Aid. Mr. Stone reported Legislator Edward Kuwik appropriated $2,000 each to the Blasdell, Lake Shore and Lackawanna Libraries. Ms. Juncewicz moved for approval. Mr. Buck made a second, and the item was approved unanimously.
RESOLUTION 2004-4
WHEREAS, Legislator Edward J. Kuwik has designated a total of $6,000 to be distributed evenly among the Lackawanna, Blasdell and Lake Shore Libraries, and
WHEREAS, pursuant to an agreement entered into many years ago, Erie County is responsible for funding local branch libraries situated within localities throughout Erie County, andWHEREAS, libraries within Erie County are routinely in need of additional funds to provide services and materials to local patrons, and
WHEREAS, Legislators strong support for the community’s public libraries is greatly appreciated and helps the libraries support a great deal of use, and
WHEREAS, this allocation requires a change to the contracts with the Hamburg and Lackawanna Public Libraries, and
WHEREAS, pursuant to section EIGHTH of the 2003 contracts, these changes may be implemented by resolution and transmitting a revised Exhibit A to reflect same, now therefore be it
RESOLVED, that the Executive Committee on behalf of the Board of Trustees of the Buffalo and Erie County Public Library accept the Legislative funds for the Lackawanna ($2,000) and Blasdell ($2,000) and Lake Shore ($2,000) libraries, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve a budget amendment to the 2004 budget to allocate revenues of $6,000 into SFG# 8209734206863200 (Inter-fund Subsidy) and expenditures into SFG department account 820973420, in the amounts and object accounts shown below:
Legislator
Library
Amount
Use
Library SFG#
Kuwick
Hamburg Libs.
$4,000
Blasdell & Lake Shore
830-168
Kuwick
Lackawanna
$2,000
Lackawanna
830-169
TOTAL
$6,000
, 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 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 the contracting libraries retain these funds for the above purposes as the State Budget picture for 2004 is still unclear and both state and local financial resources may be further challenged in 2004, and be it further
RESOLVED, that a copy of this resolution and a revised Exhibit A be transmitted to each library to implement the change.
Agenda Item E.2.c – Unanticipated Expenditure Assistance – Contract Libraries. Mr. Stone explained formal requests for assistance were received from two contracting libraries. The Hulbert Library of the Town of Concord requires $491 to offset increased retirement costs. The Lackawanna Public Library has requested $4,001 to offset increased health insurance expense. There are sufficient funds in System accounts to cover these increases. Ms. Juncewicz moved to approve. Mr. Buck made a second, and the resolution was approved unanimously.
RESOLUTION 2004-5
WHEREAS, the contract between the Buffalo & Erie County Public Library and contracting libraries, in the Twenty-Second item, provides a process for requesting assistance in the event of “unforeseeable circumstances” that “result in a material impact on the ‘Public Library’s’ operating budget…”, and
WHEREAS, two contracting libraries have recently identified unanticipated expenditures that result in the need to request a modest amount of financial assistance, and
WHEREAS, the Hulbert Library of the Town of Concord has requested assistance in the amount of $491 to help offset above budget retirement expense reflected in the billing information provided by Erie County at the end of the budget year, and
WHEREAS, the Lackawanna Public Library has requested assistance in the amount of $4,001 to offset increased health insurance expense resulting from an employee switching from a waiver to family coverage earlier in 2003, and
WHEREAS, sufficient monies are available within the 2003 budget to accommodate these requests, and
WHEREAS, the most expedient way to accommodate these requests is to waive that portion of Concord and Lackawanna’s 2003 retirement billing equal to the requested assistance amount, now therefore be it
RESOLVED that the Board of Trustees of the Buffalo and Erie County Public Library approves waiving a portion of the retirement billings for the Hulbert Library of the Town of Concord and the Lackawanna Public Library as follows:
Library
Amount
Reason
Concord
$ 491
Retirement expense above budget
Lackawanna
$4,001
Employee changed from waiver to family medical
TOTAL
$4,492
, and be it further
RESOLVED, that a copy of this resolution be transmitted to the above contracting libraries.
Agenda Item E.2.d – NYSERDA Reimbursements for Web-Enabled Advanced Monitoring Project. An automated reporting system was installed at 19 of the larger libraries. This allows staff to monitor electric and gas performance almost on a real-time basis. A NYSERDA grant paid for the project. Erie County coordinated the work and advanced funds in anticipation of being reimbursed. This resolution would authorize the Library to reimburse the County. On motion by Ms. Juncewicz, seconded by Mr. Buck, the item was approved unanimously.
RESOLUTION 2004-6
WHEREAS, the New York State Energy Research and Development Authority (NYSERDA) sponsors Program Opportunity Notices (PONs) for grants to subsidize the cost of energy efficiency improvements, funded by a surcharge on utility bills, and
WHEREAS, in June 2001 the Board adopted Resolution 2001-39 authorizing staff to apply for a New York State Energy Research and Development Authority (NYSERDA) grant for Web-enabled advanced monitoring, and
WHEREAS, such a system allows monitoring electric utility use at the Central Library and 19 of the larger branch and contracting libraries on a daily basis, facilitating more timely review and more thorough analysis of utility usage trends than was previously possible, and
WHEREAS, the Central Library served as one of the first pilot sites, with electric and natural gas monitoring beginning in late November 2001, the results of which have assisted the Library in identifying and achieving more than $100,000 in annual utility savings through the recently completed lighting, heating and ventilation energy efficiency project performed by Siemens, Inc., and
WHEREAS, NYSERDA approved the Library’s application and awarded funding totaling $101,426.76 to support WEAM systems at the Central Library, five Buffalo branches, four Amherst libraries, four Cheektowaga libraries, both Lancaster libraries, and four Town of Tonawanda libraries, covering 100% of the cost of installing, configuring, and using a Web-enabled advance monitoring (WEAM) system through 2005, and
WHEREAS, Erie County also applied for a grant under this program for a number of county facilities, including the Rath Building, and the County, through an existing contract with C.J. Brown, Inc., coordinated the project for all entities, advancing project costs in anticipation of the NYSERDA reimbursements, and
WHEREAS, project installation in the remaining 19 branch and contracting libraries was started in the fall of 2003 and completed in December 2003, andWHEREAS, the first reimbursement for project design and construction costs was received by each library system in January 2004, with additional reimbursements for annual monitoring costs anticipated in December 2004 and December 2005, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library amends the 2004 budget adding revenues and expenditures associated with the Buffalo branches in the System budget and for the contracting libraries in their respective budgets as follows:
Web Enabled Advanced Monitoring Project
100% Funded by a Grant from the New York State Energy Research and Development Authority; A Joint Project of B&ECPL, Several Contracting Libraries, and Erie County; Coordinated with and Administered By Erie County Dept. of Public Works
Library System
# of Libraries in Project
Total Grant Award
January 2004 Payment
December 2004 Est. Payment
Total for 2004 Budget Revenues and Expenditures
BUFFALO LIBRARIES
Central, Crane, E. Delavan, Fronczak, Niagara and Northwest
Revenues: SFG 820 973 420 518
Expenditures: SFG 820 973 420 8236
$24,375.91
$16,250.60
$8,125.30
$24,375.90
AMHERST LIBRARIES
Audubon, Clearfield, Eggertsville-Snyder and Williamsville4
$24,023.19
$16,015.50
$8,007.73
$24,023.23
CHEEKTOWAGA LIBRARIES
J.B. Reinstein, North Branch, Anna M. Reinstein Memorial and South Branch4
$19,840.44
$13,226.96
$6,613.48
$19,840.44
LANCASTER LIBRARIES
Lancaster and Depew2
$12,862.44
$8,574.96
$4,287.48
$12,862.44
TOWN OF TONAWANDA LIBRARIES
Brighton, Greenhaven, Kenilworth and Kenmore4
$20,324.78
$13,549.85
$6,774.93
$20,324.78
TOTAL LIBRARIES IN PROJECT
20
$101,426.76
$67,617.84
$33,808.92
$101,426.79
, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes transmitting these reimbursements to Erie County, which actually incurred the expenses associated with this project.
Agenda Item E.2.e – Monthly Financial Report – December. A preliminary financial report for the period ending December 31, 2003 was distributed at the meeting. Minor year-end adjustments and accruals are still being processed.
Agenda Item J.1 – Uninterruptible Power Supply Replacement Contract Award. The Library’s Uninterruptible Power Supply (UPS) provides short-term backup power to support the Library’s automation systems. The present UPS device is not sized to maintain the planned system expansion. Erie County has received bids on the project. The mechanical portion of the project has a clear low bidder, and the revised resolution distributed at the meeting would approve that portion of this project. When the Public Works Department determines the low bidder for the UPS itself, approval will be sought from the Board for the other portion of this project. Ms. Juncewicz moved for approval. Mr. Buck seconded, and the resolution was carried.
RESOLUTION 2004-7
WHEREAS, the Library Data Center’s Uninterruptible Power Supply (UPS) has been in place for over five years, is nearing the end of its useful life and does not have the capacity to support planned system expansions to accommodate the SIRSI library automation system project and future Citrix server growth, and
WHEREAS, systems housed in the data center provide catalog, database, Citrix based applications such as Microsoft Office programs and Internet Access for all 52 libraries, and
WHEREAS, replacing the existing UPS is necessary to ensure high quality conditioned power is supplied at all times and to allow systems to continue operating until the emergency generator powers up to take the load ensuring that, should the Central Library lose power, full computer services to the remaining 51 libraries would continue uninterrupted, and
WHEREAS, Library staff has worked closely with Erie County Department of Public Works (DPW) staff in planning this project, which has completed design and bid solicitation, and
WHEREAS, Erie County DPW, the lead in this project representing the building owner, has determined the low bidder for the mechanical portion of this project, and
WHEREAS, evaluation to determine the low bidder meeting specifications for the electrical portion of the project is still underway, and
WHEREAS, funds for this project are available within the 2004 budget in SFG account 823, now therefore be it,
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes proceeding with the UPS replacement project and awarding a contract for the mechanical portion of the project as follows:
Description
Engineer’s Est.
Low Bid
Amount & Firm
Mechanical – Base Bid
$13,000
$8,200
D.V. Brown & Assoc.
Mechanical Alternate (2nd HVAC Unit)
$5,000
$5,580
D.V. Brown & Assoc.
Subtotal:
$18,000
$13,780
Contingency (15%)
$ 2,700
$ 2,067
Total Mechanical Portion:
$20,700
$15,847
, and be it further
RESOLVED, that an award recommendation for the electrical portion of the project will be brought to the Board, or the Board’s Executive Committee if between Board meetings, subsequent to determining the low bidder meeting specifications.
There being no further business, on motion by Ms. Summer with a second from Dr. Raoof, the meeting was adjourned at approximately 5:04 p.m.
Respectfully submitted,
Sharon A. Thomas
Secretary