MEETING MINUTES
MINUTES
REGULAR MEETING OF THE BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
MARCH 18, 2004
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, March 18, 2004, in the Central Library pursuant to due notice to Trustees. The following members were present:
Rebecca L. Mahoney, Chair
Phyllis A. Horton, Vice Chair
Sharon A. Thomas, Secretary
John B. Long, Treasurer
W. Lawrence Buck
Frank Gist
Annette A. Juncewicz
Susan Maggiore
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
Raul Vazquez
Wayne D. Wisbaum, out of town
Chair Rebecca Mahoney 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. Chair Mahoney stated Item J.2 has been added to the agenda under New Business and will be discussed in executive session. Ms. Horton moved for approval. Ms. Summer made a second, and the agenda was amended.
Agenda Item C – Minutes of the Meeting of February 19, 2004 . On motion by Ms. Juncewicz and seconded by Ms. Panty, the Minutes were approved as mailed.
Agenda Item D – Report of the Chair. Chair Mahoney thanked everyone for attending the Board meeting and reiterated that attendance at monthly board meetings is important. She reported on a recent meeting with the Western New York delegation of the State Legislature, which she attended along with the Director and Foundation Executive Director Anne Leary. The B&ECPL asked for financial support for the Central Library project and stressed to legislators that the Library cannot afford any additional cuts in state aid. The response was favorable.
Chair Mahoney welcomed returning Trustee Frank Gist, who previously served on the B&ECPL Board from 1997 through 2000. She also congratulated Trustee Annette Juncewicz on her reappointment to the Board.
Agenda Item E – Committee Reports.
Agenda Item E.1 – Executive Committee. Ms. Horton reported the Committee met on March 11 th and discussed the agenda items being presented today. Information was provided on the Trustee Workshop to be held on March 27 th . It is hoped that all trustees will be able to attend.
Agenda Item E.2 – Budget & Finance Committee. Dr. Long stated he reviewed the items before the Board with Deputy Director Kenneth Stone, and he recommended approval by the Board.
Agenda Item E.2.a – Donation for Doors at Riverside Library. Mr. Stone reported a donation was received for the Riverside Library from Joseph Duguay, a library supporter. He has pledged $5,000 towards the purchase of automatic doors at the Riverside Library. This donation, in combination with funds received from Legislator Al DeBenedetti, should cover the cost of two sets of doors. This resolution would acknowledge Mr. Duguay's generous gift and allocate the first $1,000 received for this purpose. Mr. Stone thanked Trustees Panty and Horton, who worked with the donor to help bring this to fruition. On motion by Ms. Panty and a second from Ms. Horton, the resolution was unanimously approved. Mr. Zimmermann suggested a copy of the resolution be included in a thank you letter to Mr. Duguay.
RESOLUTION 2004-8
WHEREAS, in February the Library received a $5,000 pledge from Mr. Joseph Duguay towards the cost of safety (automated opening) doors for the Riverside Branch Library as a memorial to his parents, and
WHEREAS, the Friends of the Riverside Library have identified the acquisition of automated opening doors as a high priority need of Riverside Library patrons, and
WHEREAS, this pledge will supplement monies previously allocated by Legislator Albert DeBenedetti and likely allow both entrances to receive automated opening doors, and
WHEREAS, the first installment of $1,000 has been received by the Library and deposited into its private funds held in trust by the Erie County Comptroller, and
WHEREAS, donations are a very much appreciated means of assisting the Library in ways not funded in the normal operating budget, and
WHEREAS, the B&ECPL Board of Trustees wishes to gratefully acknowledge this donation and direct the use of these funds towards the acquisition of automated opening doors at the Riverside Branch Library, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library gratefully accepts these funds from Mr. Duguay and authorizes disbursement of the currently received installment and future installments to offset the cost of acquiring automated opening doors for the library's two entrances (two sets of doors in each), and be it further
RESOLVED, should final costs total less than the combined amounts allocated and donated, the excess amount would be utilized to the benefit of the Riverside Branch Library, upon approval of Mr. Duguay and Mr. DeBenedetti.
Agenda Item E.2.b – Homeland Security Information Center Grant. Mr. Stone explained this resolution would allocate a $6,000 grant administered through the Western New York Library Resources Council. Senator Dale Volker obtained the State grant funds for three public library systems in Western New York . Ms. Juncewicz made a motion to accept the grant. Ms. Horton seconded, and the resolution was approved unanimously. Dr. Long asked that a copy of the resolution be sent to Deputy County Executive Carl Calabrese.
RESOLUTION 2004-9
WHEREAS, the Library has been awarded a New York State grant in the amount of $6,000 to establish one of three library-based “Western New York Homeland Security Information Centers,” and
WHEREAS, grant proceeds will be used principally to purchase a computer and printer to display and print this information, and
WHEREAS, a grant budget needs to be established to undertake the program, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library establish a Grant budget in the following amounts:
Item
Amount
Revenue
$6,000
Grant Program Expenditures
$6,000
Agenda Item E.2.c – Verizon SuperPages Donation for Tutor.com and LEAD Lab Support. Deputy Director Stone reported Verizon SuperPages made a $20,000 donation to the L ibraries E xpand A ccess for D iscovery (L.E.A.D.) Program. A portion of this contribution, in the amount of $14,000, will support access to the Tutor.com service, which provides online homework help for students. The remaining $6,000 will support staff costs associated with LEAD Lab programming. On motion by Ms. Horton and a second from Ms. Panty, the resolution was approved unanimously.
RESOLUTION 2004-10
WHEREAS, the Buffalo and Erie County Public Library continually seeks new and innovative ways to assist children in their educational activities, and
WHEREAS, the online homework help, offered through Tutor.com, is a highly productive and innovative way to assist students with their studies, and
WHEREAS, this service began as a pilot project in September 2002 in three libraries and remotely from home, work or school, and
WHEREAS, the well-received service was expanded to all Buffalo Branch libraries in 2003, and
WHEREAS, the service allows 4 th through 12 th graders to access qualified, professional tutors for up to 20 minutes for individualized, live tutoring sessions between 2 to 10 p.m. daily, accessed remotely from home or work through the B&ECPL's website, or at all Internet access workstations at the Central Library, Reinstein Memorial Library and all City of Buffalo Branch Libraries, and
WHEREAS, the L ibraries E xpand A ccess for D iscovery (L.E.A.D.) Lab provides availability of computers and the Internet as well as self-guided training opportunities for all community members, specifically targeted to teachers and students, and
WHEREAS, in 2003, the Library received a $20,000 restricted donation from Verizon SuperPages, to be applied to a LEAD Program, and these funds are deposited in the Library's private funds trust account, and
WHEREAS, the Library desires to continue to offer this valuable program, and
WHEREAS, sufficient funds are available from the Verizon SuperPages donation in the Buffalo and Erie County Public Library's private funds held in trust by the Erie County Comptroller, now therefore be it
RESOLVED, that the Buffalo and Erie County Public Library Board of Trustees authorizes the Director to disburse $20,000 of the Library's private funds to support the Tutor.com live online homework help for Erie County students and the LEAD Lab programs.
Agenda Item E.2.d – Gates Foundation Staying Connected Grant. Mr. Stone stated the B&ECPL has been awarded another grant from the Gates Foundation for $19,400. To date, the Library has received approximately $700,000 from the Bill and Melinda Gates Foundation. A total of $14,400 was designated for replacement or upgrading of public access computers. The B&ECPL will upgrade computers in the original training lab that opened in 1998. The balance will be used to enhance and expand technology training for library staff that assists the public with computing. Ms. Panty moved for approval and was seconded by Ms. Summer. The resolution was carried unanimously. In response to a question, Mr. Stone said the Gates Foundation has grant reporting requirements in place to monitor adherence to grant guidelines.
RESOLUTION 2004-11
WHEREAS, the Library was offered the opportunity to apply for a grant, sponsored by the Bill and Melinda Gates Foundation, to enhance library staff assisting in public access computing and to replace or upgrade public access computers, and
WHEREAS, that proposal was awarded a two-part grant, consisting of $5,000 for training and $14,400 for computer replacement/upgrades, and
WHEREAS, a grant budget needs to be established to undertake the program, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library gratefully acknowledges the grant award, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library amends the Library Gates Grant budget in the following amounts:
Item
Amount
Revenue
$19,400
Grant Program Expenditures
$19,400
Agenda Item F – Report of the Director. Director Michael Mahaney repeated Ms. Mahoney's sentiments regarding the meeting with Western New York legislative representatives. He thought the overall tone of the discussion was very positive, and he thanked Mr. Orffeo for helping to arrange the meeting. He also reported that four staff members met with State Legislators to discuss library funding on March 16 th , and they also received favorable responses.
Mr. Mahaney welcomed Frank Gist back to the Board and was pleased to note Ms. Juncewicz's reappointment to another term on the Board.
The Interim Committee for a new South Buffalo Library has concluded its series of four public meetings to solicit feedback from the community about the project. The Library looks forward to receiving a report of findings in the near future.
Copies of the 2004 Goals and Objectives were distributed to trustees. Mr. Mahaney invited comments and suggestions from Board members. Staff will complete a preliminary draft of the 2004-2007 Strategic Plan next week. That draft will then be sent to the Board's Planning Committee so it can prepare final recommendations to the full Board.
The Director encouraged all trustees to participate in the Trustee Workshop on March 27 th . It is a great opportunity for trustees to develop basic skills, get some fresh ideas and work with staff and trustees from other libraries.
Mr. Mahaney shared photos of new signage that had just been installed at the North Park and Niagara Branch Libraries. Legislator Al DeBenedetti allocated funds for this purpose. If other libraries need new signs, the same specifications can be used to order additional signs. Mr. Buck inquired about the cost of a new sign. Mr. Stone replied that $1,800 would pay for fabrication and installation of a high quality, metal sign. Ms. Mahoney said it would be good to have standardized signage on all B&ECPL libraries.
The Director reported the Buffalo Common Council is entertaining a resolution to create a Buffalo Library Board. Ms. Mahoney and the Director provided information to the Council. Trustees have been invited to participate in a meeting with the Common Council's Legislation Committee on March 23 rd .
The following was submitted by the Director and transmitted to Trustees prior to the Board meeting.
State Legislators Receive B&ECPL Messages: Members of the Western New York Delegation of the New York State Legislature welcomed B&ECPL Chair Rebecca Mahoney , Library Foundation Executive Director Anne Leary and the Director to a meeting on March 12 th . Senators and Assembly Members heard how proposed 5% cuts in State Aid will affect libraries in their districts, how State-imposed Medicaid mandates divert local tax dollars from important community services and how legislators can become partners in advancing the Central Library renovation program, which will transform the 40-year-old building into a more exciting regional destination. Administrators Ami Patrick , Sharon Holley and Peggy Skotnicki and Dudley Branch Manager Kelly Donovan will reinforce the Library's messages with Senators and Assembly Members when they join fellow library advocates at the New York Library Association's Legislative Day in Albany , March 16th .
2004-2007 Technology Plan Nears Completion: Deputy Director CIO Shirley Whelan is spearheading efforts to generate a State-mandated B&ECPL Technology Plan for the years 2004 through 2007. This plan is being developed in concert with a draft of the new B&ECPL strategic plan, whose working title is, “Breaking New Ground: A Blueprint for Strengthening a Community Through Exceptional Library Service.” Administrative personnel, along with public and support services employees, are contributing suggestions for the refinement and expansion of B&ECPL's technology resources, services and priorities. A detailed budget to support the plan is being prepared with input from CFO Ken Stone . The plan must be completed and transmitted to New York State 's Division of Library Development (DLD) by March 31 st . DLD must approve it in order for the B&ECPL to qualify for State Aid and Federal e-Rate funds.
South Buffalo Interim Committee Concludes Public Hearings : The citizen's group that has been promoting awareness and support for the new South Buffalo library construction project has concluded its series of four meetings and is prepared to share its findings with the Library Board. Opponents remain vocal, but many local residents are enthusiastic about the opportunity to build a new, state-of-the-art library in their community.
Sirsi Unicorn Migration Proceeds: With the transfer from the 20-year-old DRA library automation system to Sirsi Unicorn just a few months away, CIO Shirley Whelan and Assistant Deputy Director Lucille DeFranks have been in daily contact with Sirsi corporate and technical representatives via conference calls in an effort to ensure a smooth transition. Ann Kling and Dawn Peters from Support Services and Peggy Brent and Johnny Hsu from Network round out B&ECPL's Sirsi Implementation Team. A special section of the staff Intranet (becpl4all) has been devoted to the migration project as a means of keeping all personnel updated and making certain the same details are being shared with staff throughout the System. Relevant information is posted to the Intranet regularly thanks to Webmaster Brian Fending and the Training and Implementation Teams. As reported last month, Sirsi representatives were on site during February and March to train Support Services and Public Services staff, including those noted above as well as Maureen McLaughlin, Jennifer Trigilio, Liz Weig, Jennifer Shine, Mary Ann Ozimek , Carol Batt , Peggy Errington and Mary Schiffhauer, who will serve as in-house trainers and problem solvers. All B&ECPL librarians and clerical staff must be retrained on the features of the new automation system.
To provide the hardware necessary for this effort to succeed, Network staff has developed a comprehensive plan to replace aging (some more than 20 years-old!) “dumb” terminals currently being used at almost all charging desks with the Gateway “Profile 5” All-in-One personal computer whose small footprint fits easily in the space occupied by the obsolete CRT monitors. In addition, a state-of-the-art personal computer with a DVD-drive will be acquired for each library's workroom. As these computers will be purchased using proceeds from Erie County 's tobacco settlement, the Director has transmitted a request to release the necessary capital funds for their approved and intended purposes. Prompt approval is required to meet a tight schedule that allows staff sufficient time to perform additional testing at individual libraries once Unicorn training is complete.
Frankenstein Exhibit Attracts Attention and Accolades: Events related to the Frankenstein exhibit continued to receive an overwhelmingly positive response throughout the month of February. More than 225 people attended the Frankenstein Saturday matinee film series facilitated by UB's Distinguished Professor Bruce Jackson . The three screenings featured the original 1931 Frankenstein , Bride of Frankenstein and Mel Brooks' Young Frankenstein . In a February 28 th program, entitled “Robots Roll at the Central Library,” members of the UB Robotics Club shared their inventions with 35 children and their families. Both children and adults were fascinated by a soccer-playing robot and a robot that negotiated its way through a maze to find a lit candle and extinguish its flame. On March 5 th , the exhibit departed for its next destination. During its stay, the exhibit garnered extensive media coverage and generated high school student involvement and enthusiasm. Thousands of visitors viewed the exhibit, and related Frankenstein programs attracted more than 500. Many contributed to the success of this engaging and popular project. Thanks go to librarians Meg Cheman and Amy Pickard and Assistant Deputy Director Ami Patrick for their contributions in program planning and execution; Darlene Pennachi and Elizabeth Canavan of the Graphics Department for their artistic creativity; the Maintenance Department for its assistance in program set-up and break-down; Network Support staff and Business, Science and Technology Department's Senior Page Rich Panaro for technical assistance; Linda Bohen and Marie Schmukal of Community Relations for their assistance in promotion and librarian Andrew Maines for organizing the corresponding display in the Rare Book Room. In addition, the Library recognizes University at Buffalo Libraries and just buffalo literary center for planning and promotional support as well as Buffalo 's own Adam Frankenstein for his involvement and display materials.
Meetings with ACT Lead to Trustee Workshop: The Director and Deputy Director Ruth Collins have collaborated with the Executive Committee of ACT (Association of Contracting Library Trustees) to plan the 2004 trustee workshop. This year's session on March 27 th focuses on New York State 's Minimum Standards for Public Libraries, which define categories of service and support required to maintain charters and eligibility for State Aid. This year's keynote speaker is Jennifer Morris , Director of the Pioneer Library System and Chair of the New York Library Association's Legislative Committee. The workshop is underwritten, in part, by ACT, the B&ECPL and the Library Foundation of Buffalo & Erie County, Inc. ACT's annual meeting precedes the workshop.
B&ECPL Celebrates Black History Month: Patrons at the North Jefferson Branch Library joined more than a million readers who participated in the 15 th national “African American Read-In” sponsored by the Black Caucus of the National Council of Teachers of English, whose goal is to make the celebration of African American literacy a traditional part of Black History Month activities. As a host agency, the North Jefferson Branch selected books authored by African Americans for a program on February 2 nd . An audience of 33 read or participated. On February 6 th , branch managers Dorinda Hayes (Fronczak) and Sandra Williams Bush (North Jefferson) along with librarian trainee Abdur-Rahman Morgan (North Jefferson) served as readers in the “African American Read-In” chain at Build Academy. On February 14 th , the B&ECPL and just buffalo literary center co-sponsored a storytelling program at the Central Library. “Along This Way: Storytelling in the African Tradition” featured We All Storytellers Karima Amin and Extension Services Administrator Sharon Holley , percussionist Eddie Sowande Nicholson , vocalist and dancer Joyce Carolyn and dancers Makeda Holley and Shanntina Moore . Approximately 65 people attended the event.
Increased Internet Bandwidth on the Way: As planned in the 2004 B&ECPL operating budget, bandwidth to the Internet will be doubled to meet increasing patron and staff demand. The financial distress of B&ECPL's current Internet service provider, Fastnet, has motivated the Library to secure this expanded service through AT&T, ensuring continuity of access should Fastnet fail to meet any of its obligations. AT&T has installed four additional T-1 circuits in the Central Library's Network Center . Using special “load-balancing” techniques, Network's Johnny Hsu is making modifications to incorporate the new service so the B&ECPL can take full advantage of the upgraded bandwidth. Work should be completed in early April.
B&ECPL Combats Winter Epidemic of Computer Viruses: Network systems engineer Toni Naumovski has been busy this winter making sure that B&ECPL's network weathers a plague of destructive computer viruses assaulting virtually every network and personal computer in the country. New and more insidious viruses appear almost daily, so staff must remain vigilant to protect the Library's technology infrastructure and the critical services it delivers to both staff and public.
Fine Revenue Results Continue to Rise : In February, System -wide receipts totaled $110,022.21, an increase of $14,589.47 (15.3%) above the $95,432.74 collected in February 2003. Year-to-date collections, including adjustments, now total $222,641.72, an increase of $21,074.21 or 10.5% above the $201,567.51 received in the same 2003 period. Results for one contract library are preliminary, so the final numbers may vary slightly. These results are running well ahead of the 3.6% increase anticipated in the 2004 budget and are reflective of continuing increased circulation activity. CFO Ken Stone continues to monitor and report revenue results.
Two Buffalo Branches Receive New Exterior Signs: Wilke Sign has constructed and installed attractive new signs at the Niagara and North Park Branch Libraries in Buffalo . These replacement signs, funded by a member aid grant sponsored by Erie County Legislator Al DeBenedetti , feature the Library's logo in a teal-and-white color scheme and otherwise resemble permanent signs located in front of a number of city parks.
Library Shipping Activity Continues to Increase: Through February, a year-to-date total of 19,798 boxes of library materials/supplies were shipped among B&ECL's 52 locations, a 9% increase over the same period in 2003. This reflects the continuing success of the Library's on-line patron-initiated request system, which contributed to an overall 20% increase in boxes shipped in 2003. The Shipping Department continues to operate a fifth (formerly overflow) run on a daily basis. Recently, a replacement shipping truck, included in the 2004 adopted County capital budget, was bid out by Erie County Purchasing. The low bid of $37,838 offered by Basil Automotive Group has been accepted, and delivery is expected in approximately two months. The new vehicle will be the first in the B&ECPL fleet to utilize a motorized lift gate.
B&ECPL to House Vital Health Records: The B&ECPL has been approved to house the microfiche index to the New York State Department of Health's Vital Records, which will be available to the public in the Grosvenor Room of the Central Library. The Library met the requirements for access to this important index and has agreed to maintain these records according to strict provisions. Buffalo joins Albany , Manhattan , Syracuse and Rochester as public access sites.
Staff Outreach Committee Reviews Mobiles Study: As its first priority for 2004, the Outreach Committee is reviewing the draft report, “New Models for Mobile Services.” The committee is charged with the task of scrutinizing each of four proposed models to determine the model that best meets patron needs, available resources and B&ECPL's mission of service. Until this assignment is completed, committee membership has been expanded to include additional Extension Services staff. Since February 25 th , the committee has conducted three meetings. Chair Doreen Woods is optimistic that the Outreach Committee will finalize a recommendation and generate supporting documentation for consideration by the Board's RENEWAL Committee in April.
How Many Visit the Twain Room? “People counters” have been installed at the entrances of the Mark Twain Room. The Library will now have an accurate account of the number of visits.
Branch Librarian Named “Leadership for Community Change” Fellow: Librarian Gwen Collier (Northwest), a W.K. Kellogg Foundation “Leadership for Community Change” Fellow, has been invited to attend a special workshop on digital storytelling in New Mexico from March 18 th to 21 st . Ms. Collier is the sole librarian in the national class of 150 Fellows. She looks forward to sharing her training experience with B&ECPL colleagues when she returns.
B&ECPL Participates in Carter G. Woodson Essay Contest: Extension Services Administrator Sharon Y. Holley and North Jefferson branch manager Sandra Williams Bush read and judged essays submitted for the 27 th annual Carter G. Woodson Essay Contest. Winners received their awards at the North Jefferson Library on February 28 th .
B&ECPL Represented at PLA National Conference: The Public Library Association, a division of the American Library Association, held its 26 th biennial conference in Seattle from February 24 th through 28 th . B&ECPL staff in attendance included the Director, Deputy Director COO Ruth Collins, Central Library Administrator Peggy Skotnicki and Contract Library Directors Lee Ainsworth ( Aurora ), Sal Bordonaro ( Lackawanna ), and Lynn Konovitz ( Grand Island ). Every other year, PLA provides an exceptional opportunity for public librarians and administrators to learn new and best practices in the field and take advantage of vendor exhibits, demonstrations and special show pricing on library materials and services. Library Foundation Executive Director Anne Leary and COO Ruth Collins attended a two-day pre-conference on fundraising that provided useful information related to annual and capital fundraising strategies for libraries. Ms. Skotnicki attended a multi-day pre-conference on new and future technologies for libraries.
Central Departments Shift for Impending Renovations: In February, additional moves helped prepare for the major first floor renovation scheduled for later this year. The Interlibrary Loan (ILL) Department has moved up to the second floor administrative area (a.k.a. “the Prairie”) adjacent to the new e-Branch location. Panels donated by Nussbaumer & Clarke, Inc. (Engineers and Surveyors) have been installed to create an acoustic and privacy barrier around the relocated e-Branch and ILL operations. Staff of e-Branch (which moved to the second floor last month) and ILL worked cooperatively with Facilities Manager Pete Misner , Mark Kross and other Maintenance staff as well as Johnny Hsu , Craig Schmidt and other Network staff to complete all moves seamlessly — without any public service disruptions! The space vacated on the first floor will become the new home for service delivery to persons with disabilities. A temporary circulation desk at Ellicott Street has been wired for electrical and computer connections to support the move from Washington Street prior to the asbestos abatement phase. At the front of the building (first floor, west), some shelving in the adult fiction area has been shifted to make way for a new temporary entrance allowing access to the Popular Materials area while the main concourse is closed for renovations. Administrator/Office of System Public Services Carol Batt and Coordinator/Central Renovation Project Glenn Luba are working closely with the Habiterra Design team on all of these relocations. Contractor bids for work on the renovations were opened March 11 th .
Riverside Library Benefits from a Friend's Generosity: Riverside Branch Library patron Joseph Duguay has pledged $5,000 to the Riverside Library to subsidize the purchase of automatic safety doors. A longstanding and faithful Riverside patron, Mr. Duguay has expressed his gratitude and affection for the library on previous occasions, but this is his most substantial gift. The Library is truly thankful for this gesture from a great library friend.
Miscellaneous Meetings and Appearances: On March 10 th , the Director and the entire administrative team met with 16 of 22 contract library directors to discuss budget monitoring and transfer terms, health insurance issues, the 2004 trustee workshop, Sirsi migration and refresher training on the annual New York State report. On March 6 th , the Director met with Erie County Legislator Mark Schroeder , Buffalo Common Council Member Richard Fontana and approximately 25 Mead Branch patrons to discuss hours of service at Mead. The Director was one of six judges in the New York Center for the Book's “Letters about Literature” competition, which invites young people to correspond with authors who have changed their lives.
Agenda Item G – Report of the Foundation Director. Ms. Leary reported the Library Foundation is finalizing year-end accounts and preparing an annual operating budget for 2004-05. She is working with Foundation directors to re-examine and refine its mission and review bylaws. She is also meeting with Mr. Mahaney and Ms. Collins to determine fund raising priorities. The Foundation will be conducting an annual campaign this year, and Ms. Leary hopes to meet with all B&ECPL trustees soon. She is also drawing up marketing plans for the Huck Finn CD-ROM.
Agenda Item H – Public Comment. Valerie Nederhofer, 85 West Avenue , Buffalo , stated the Cazenovia Branch should be handicapped accessible. The Central Library also needs to improve its accessibility to the handicapped. She thinks it would be nice to have motorized carts at Central because it is so large.
Carol May, 203 Lockwood Avenue, Buffalo, does not believe giving up two libraries to get one new library is a good deal, and feels it will eliminate accessibility for a number of library users.
ElizaBeth Berry, President of Save Our Libraries (SOL), believes more people are against closing Cazenovia and Dudley than are in favor of building a new South Buffalo Library. She requested that SOL be given a copy of the Interim Committee's full report along with all corroborating evidence.
John Klukowski, Sr., 189 Cazenovia Street , Buffalo , said there are mixed feelings about consolidation in South Buffalo . He thinks most of the comments the Interim Committee received focused on library services rather than facility amenities. He believes most residents would be satisfied if improved services were provided at the two existing facilities. He also stated he does not feel well represented by the B&ECPL Board.
Agenda Item J – New Business.
Agenda Item J.1 – Uninterruptible Power Supply Replacement – Electrical. Deputy Director Stone reminded trustees that at last month's meeting they approved a project to replace the mechanical portion of the Library's UPS system. The County's Public Works Department has now completed a review of the bids for the electrical portion of this project and has recommended a low bid in the amount of $38,649, well below the estimate. The total approved project cost will be $60,293. On motion by Ms. Panty, seconded by Ms. Horton, the resolution was approved unanimously.
RESOLUTION 2004-12
WHEREAS, the Library Data Center's Uninterruptible Power Supply (UPS) has been in place more than 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, including design and bid solicitation, and
WHEREAS, on February 19, 2004, the Board of Trustees of the Buffalo and Erie County Public Library adopted Resolution 2004-7, which authorized proceeding with the UPS replacement project and awarding a contract for the mechanical portion of the project to the low bidder as determined by the Erie County Department of Public Works: D.V. Brown & Assoc. for the base bid of $8,200, plus the alternate HVAC unit at $5,580, plus a contingency of $2,067 for a total mechanical cost of $ 15,847, and
WHEREAS, Erie County DPW, the lead in this project representing the building owner, has now determined the low bidder for the electrical portion of this project, 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 electrical portion of the project as follows:
Description
Engineer's Est.
Low Bid Amount
Firm
UPS & Electrical
$53,000
$38,649
Tunney Electric, Inc.
Contingency (15%)
$ 7,950
$ 5,797
Total Electrical Portion
$60,950
$44,446
, and be it finally
RESOLVED that, as the building owner's representative, the Erie County Commissioner of Public Works is hereby authorized to execute the necessary contracts to implement both the mechanical and electrical portions of this project.
At 4:33 p.m. , on motion by Ms. Horton and a second from Mr. Buck, the Board voted to adjourn into executive session for discussion of a personnel matter.
Trustee Thomas arrived at approximately 4:45 p.m.
At approximately 4:52 p.m. , on motion by Ms. Panty, seconded by Ms. Summer, the Board concluded executive session and reconvened in public session to act on Agenda Item J.2 – Director's Salary 2004, proposed Resolution 2004-13.
On motion by Mr. Buck and seconded by Ms. Horton, the following was approved unanimously:
RESOLUTION 2004-13
WHEREAS, Michael C. Mahaney was appointed Director of the Buffalo and Erie County Public Library, effective January 1, 2003, and
WHEREAS, pursuant to the terms of appointment, the Director's salary is subject to annual review and adjustment by the Library's Board of Trustees , and WHEREAS, the Executive Committee conducted an evaluation of Mr. Mahaney's performance and found it more than satisfactory during this rating period , andWHEREAS, in mid-2003, Board-approved cost of living adjustments for administrative personnel increased annual salaries of senior staff to a level very close to the Director's salary, compressing the executive compensation structure adopted by the Board of Trustees as part of its Administrative Salary Review in 1998 , now therefore be it
RESOLVED, that to maintain a reasonable distance between the Director's salary and the current salaries of those who report to him, but being mindful of budgetary constraints, the Executive Committee recommends that the Director's annual salary be increased to $102,000, retroactive to January 1, 2004, subject to the approval of the Board of Trustees. Mr. Mahaney thanked the Board for its support during the past year and for the confidence trustees have shown in him. There being no further business, on motion by Ms. Panty, seconded by Ms. Summer, the meeting adjourned at approximately 4:54 p.m.
Respectfully submitted,
Sharon A. Thomas
Secretary