MEETING MINUTES
MINUTES
REGULAR MEETING OF THE BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
APRIL 22, 2004
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, April 22, 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
John B. Long, Treasurer
William P. Brosnahan
W. Lawrence Buck
Frank Gist
Annette A. Juncewicz
Susan Maggiore
Elaine M. Panty
Abdul H. Raoof
Daniel T. Roach
Wayne D. Wisbaum
George M. Zimmermann, Trustee Emeritus
Excused:
Judith K. Summer, excused
Sharon A. Thomas
Raul Vazquez
Chair Rebecca L. Mahoney called the meeting to order at 4:01 p.m. in the Joseph B. Rounds Conference Room.
Agenda Item B – Approval / Changes to the Agenda. On motion by Ms. Panty, seconded by Ms. Horton, the Agenda was approved as submitted.
Agenda Item C – Minutes of the Meeting of March 18, 2004. On motion by Ms. Horton and a second from Mr. Buck, the Minutes were approved as mailed.
Agenda Item D – Chair Rebecca Mahoney deferred remarks.
Agenda Item E – Committee Reports. The Executive Committee did not meet in April.
Agenda Item E.1 – Budget & Finance Committee. Dr. Long stated he had reviewed the financial items before the Board and recommended approval following Deputy Director Kenneth Stone's presentation.
Mr. Wisbaum arrived at the meeting at approximately 4:06 p.m.
Agenda Item E.1.a – 2005 Erie County Capital Project Requests. The B&ECPL's 2005 Capital Project request has been prepared for submission to Erie County. Board approval of the staff's recommendations is needed. Mr. Stone stated the requests are based on the Library's strategic plan, Expanding Horizons . After some discussion, Mr. Buck motioned for approval. Ms. Horton made a second, and the following resolution was approved unanimously.
RESOLUTION 2004-14
WHEREAS, in March, the Library received the Erie County Division of Budget, Management and Finance's 2005-2010 Capital Budget preparation instructions, and
WHEREAS, completed applications must be returned to the County Division of Budget, Management and Finance by April 30 th , and
WHEREAS, the Board of Trustees of the Buffalo & Erie County Public Library's adopted strategic plan, Expanding Horizons, provides the guidelines needed to develop the Library's capital project requests, and
WHEREAS, staff developed proposed projects that work to implement Expanding Horizons recommendations and update ongoing projects , now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library hereby directs staff to prepare and submit 2005 Erie County Capital Project requests for the following funding:
- Library Materials Purchases in the amount of $5,250,000 in 2005, which represents a price cost adjustment of 2% over the amount requested in 2004, and further requesting the allocation be shifted back to the Library Fund operating capital outlay budget, completing a transition begun in 2004 when $200,000 of the Library's request for materials was budgeted in the Library Fund operating capital outlay account ;
- Frank E. Merriweather Library furnishings and expanded library materials collection, an estimated $831,000, with $600,000 requested from Erie County (the City of Buffalo is funding building construction costs for this new East Side library, which replaces the existing North Jefferson Library);
- Central Library Interior Renovations Part III (Grosvenor Room), an estimated $1.8 million project, with $1,142,000 requested from Erie County in 2005 to fund asbestos abatement related components;
- Central Library Power Distribution System Replacement – $695,000;
- Service Vehicle Replacements (Materials Shipping/Delivery Truck and Maintenance Pickup/Snowplow) - $70,000; and
- Computer Equipment/office equipment/furnishings improvements, replacements and upgrades - $205,000, and be it further
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library expresses its support for requests that may be submitted by the County Public Works Department to address Central Library mechanical equipment and building needs not covered by the above requests, and be it further
RESOLVED that the Director transmit the requests to the County of Erie's Division of Budget, Management and Finance.
Agenda Item E.1.b – Apply NYSERDA Reimbursement. The B&ECPL received an energy incentive reimbursement of $37,500 from the New York State Energy Research and Development Authority (NYSERDA) as part of a project to improve energy efficiency at the Central Library. Staff recommended these funds be used to support planned projects such as Central Library renovation. Upon motion by Ms. Juncewicz and a second by Ms. Horton, the item was unanimously approved as follows:
RESOLUTION 2004-15
WHEREAS, in 2002, the Library applied for an energy incentive reimbursement from the New York State Energy Research and Development Authority (NYSERDA) as part of the project to improve the energy efficiency of the Central Library, and
WHEREAS, reimbursement for the project, in the amount of $37,400, was received in February 2004, and
WHEREAS, applying these funds to the Library fund's capital outlay account would allow them to support planned projects such as the Central Library renovation project , now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves an amendment to the 2004 budget increasing the Library's SFG Revenue Account #509 “Refund of prior year expenses” and SFG Expense Account 975 “Building Construction Expenditures” by $37,400.
Agenda Item E.1.c – 2003 Year-End Financial Report. Mr. Stone reported the year-end report included in the Board packet is the final financial report for 2003, pending audit completion. The B&ECPL met the commitment for the 2004 beginning fund balance. When the State budget is settled, a resolution will be presented to the Board for approval to allocate fund balances. This may be presented to the Board in May.
Agenda Item F – Report of the Director. Director Michael Mahaney informed Trustees that the Library was participating in the “Take Our Daughters and Sons to Work Day” program. Two staff members had children in attendance at the Board meeting.
The Library is hosting Buffalo Youth in Art in conjunction with the Buffalo Public School System. Board members received invitations to the opening reception on May 4 th .
Mr. Mahaney reported the Interim Committee for a New South Buffalo Library has presented a one-page synopsis of the group's hearings. This report will be made available for the Board, and it will also be provided to individuals who request copies.
The North Jefferson Library project continues to move forward. Construction is expected to begin in the next few weeks. Mr. Mahaney will meet with representatives of AAPA and MOCHA next week to acknowledge their contribution and begin fund raising initiatives to supplement public monies that have already been appropriated for this project.
The RENEWAL Committee will receive a copy of the staff's final recommendation to redefine B&ECPL Mobile Library Services. After a thorough review, a proposal will be forwarded to the Board.
Mr. Mahaney reported the Planning Committee had just been given a copy of a draft proposed Strategic Plan. This document was generated using other Board-approved documents such as the five-year service plan, the B&ECPL Technology Plan and the preliminary Mobiles study. The Planning Committee will meet on May 5 th to discuss the draft.
Ms. Horton will schedule a meeting of the Buffalo Library Services Committee. One purpose of this Committee is to consider the issues that need to be addressed in other public forums. A future public meeting will be scheduled as well.
The following was submitted by the Director and transmitted to Trustees prior to the Board meeting.
Frank E. Merriweather, Jr. Library Construction to Begin: In March, the Buffalo Common Council authorized the issuance of $500,000 in General Improvement Bonds to supplement previously budgeted amounts needed to advance this project, which will create a new 20,000 square-foot library replacing the current North Jefferson Branch Library at the intersection of Jefferson and Utica. A pre-construction meeting between architect and contractors took place on April 13 th . A ‘Friends of the Library' group has been formed and has been meeting regularly with Extension Services Administrator Sharon Holley and North Jefferson Branch Manager Sandra Bush . The City of Buffalo's Department of Public Works has authorized contractors to acquire appropriate permits and proceed with the project. Construction should begin in a matter of weeks.
Common Council Tables Resolution to Seek Separate Buffalo Library Board: On March 23 rd , Trustees Phyllis Horton , Annette Juncewicz , Elaine Panty , Judy Summer , Frank Gist and the Director attended the Buffalo Common Council's Legislation Committee meeting to discuss a proposed resolution from Council Members James Griffin and Brian Davis to establish a separate library board to represent the Buffalo branch libraries. Representatives of the “Save Our Libraries” organization, who promoted the action, were in attendance and asserted that the B&ECPL Board does not represent their interests. B&ECPL representatives referred to the 1953 New York State legislation that created the city-county System, assuring a majority of B&ECPL board membership for city electors, who have conscientiously and fairly represented the interests of city libraries and their users. B&ECPL Chair Rebecca Mahoney articulated the Library's position on this matter in formal correspondence. Establishing a Buffalo board offers no real benefits to city residents and would create a redundant level of bureaucracy at a time when many believe it is necessary to reduce the layers of government.
Tonawanda Libraries Join CHR: With personnel processing complete, the Town of Tonawanda Public Library becomes the 8 th contract library to join the B&ECPL Centralized Human Resources Program. To date, Tonawanda represents the largest participating library system, with five branch locations and more than 65 full- and part-time employees. Other CHR participants are Aurora, Collins, Grand Island, Lancaster, Marilla, Newstead and the City of Tonawanda. The CHR Program improves the management of human resources and payroll/benefits administration, avoiding redundancies, standardizing processes and allowing staff more time for public service delivery. More than one-third of B&ECPL contracting libraries now participate in this successful program.
South Buffalo Library Project Proceeds: On March 6 th , a group of local supporters (the Interim Committee for the New South Buffalo Library) concluded a series of four public hearings to seek input and develop awareness and support for creating a “World Class” library in South Buffalo. On March 25 th , members of the Board's Executive Committee and B&ECPL administrative staff met informally with the Interim Committee to discuss these hearings and consider what steps should be taken next. A summary report of the Committee's findings, prepared by Marilyn McGuire of the Interim Committee, indicates that there is support in the community to move forward. Designing a facility that is both architecturally significant and technologically advanced is imperative. Selecting a viable site remains an issue. The Library owes the members of this volunteer group a debt of gratitude for their outstanding efforts. The following South Buffalo residents participated as members of the Interim Committee: Gail Block, Richard Gritzke, Cathy Hetzler, Marilyn McGuire, Michael McGuire, Barbara Ogorek, Cathy Ort and Peter William Warn .
On April 6 th , Interim Committee members, County officials and B&ECPL representatives met with County Executive Joel Giambra to establish ground rules and expectations for the next steps of the process. Present were County Executive Giambra, Deputy County Executive Carl Calabrese , Budget Director Joe Passafiume , Legislator Mark Schroeder , B&ECPL Board Chair Becky Mahoney , B&ECPL Treasurer John Long , Interim Committee members Marilyn McGuire , Michael McGuire and Peter Warn and the Director. Mr. Giambra has directed Mr. Calabrese to work with the Erie County Department of Public Works to evaluate some potential sites and enumerate actual costs of site development, construction, etc. The County Executive repeated his offer of precisely $2.5 million for the project, but he has agreed to approach foundations, New York State and others for supplemental funds. Site selection requires B&ECPL Board approval. A ‘Friends of the Library' formation meeting is next on the agenda.
2004 Trustee Workshop Focuses on State Minimum Standards: On Saturday, March 27 th , 16 of 22 contract libraries and the System Board of Trustees were represented at the annual trustee workshop held at the Central Library. New York State's Minimum Standards for Public Libraries provided the theme for the three-hour working session planned with the Association of Contract Trustees (ACT) Executive Committee: President Bob Miller (Amherst), Vice-President George Oliver (Aurora), Secretary Al Martin (Lancaster) and Treasurer Elvira Diaz (Orchard Park). NYS Title 8, Chapter II (Regulations of the Commissioner), Subchapter D (Libraries), Part §90.2 Standards for registration of public, free association and Indian libraries is the section of law that defines the mandates governing all chartered libraries in New York State. Compliance with these 11 standards determines eligibility for annual aid from New York State. Jennifer Morris , Director of the nearby Pioneer Library System and current Chair of the New York Library Association Legislative Committee, delivered a lively, interactive keynote presentation. The balance of the morning was divided into breakout sessions on key issues related to six of the Standards : Ken Stone and Peggy Skotnicki discussed long range planning and evaluation of library programs. Ruth Collins and Ami Patrick shared tips on annual reports and publications. The Director and Carol Batt discussed policies and board-approved, written bylaws. Dialogue continued over lunch. The entire B&ECPL administrative team was on hand to facilitate, even those who did not have an active role in presentations. Expenses were underwritten by both ACT and the B&ECPL, making this opportunity available to participants for only a small registration fee. The Library Foundation of Buffalo and Erie County, Inc. generously donated the continental breakfast.
Erie County 2005 Capital Project Process Begins: On March 12 th , the Library received the Erie County Division of Budget, Management and Finance's 2004-2009 Capital Budget preparation instructions, which require project requests be submitted by April 30 th . Staff has developed recommendations for Library Board consideration at the April meeting.
Fine Revenue Results for March 2004: System-wide receipts totaled $119 ,793.18 , an increase of $8,365.87 or 7.51% above the $111,427.31 collected in March 2003. Year-to-date collections, including adjustments, now total $342 ,429.06 , an increase of $29,434.24 or 9.4% above the $312,994.82 received in the same 2003 period. Results for one library are preliminary, so final numbers may change very slightly. These results are running well ahead of the 3.6% increase included the 2004 budget and are reflective of continuing increased circulation activity. CFO Ken Stone continues to monitor and report revenue results.
Shipping Activity Continues to Increase: Through March, a year-to-date total of 31,797 boxes of library materials/supplies were shipped among all B&ECPL locations, a 13% increase over the same period in 2003. This reflects the continuing success of the Library's on-line patron initiated request system, with increases in priority return boxes of 22% from Buffalo branches and 27% from contracting libraries. Operating a fifth delivery truck (formerly overflow) is now a daily routine. On very high volume days, particularly Mondays, Supply Room activities are curtailed to send out a limited run sixth route.
Library and Foundation Begin to Identify Fundraising Priorities : Over the past several weeks, the Director and Deputy Director/COO Ruth Collins have met frequently with Library Foundation Executive Director Anne Leary . Specific meetings have involved other key staff for their input in strategy development and crafting coordinated, effective presentations (e.g., Ami Patrick and Graphics Department staff have collaborated on presentations and designing promotional materials; Peggy Skotnicki and Elaine Barone have participated in discussions on Rare Book projects; Carol Batt has provided background details on the popular “Live Homework Help” service). Ms. Leary is energetic and eager to assist in mutually beneficial efforts.
Happy Birthday, Dr. Seuss: On March 6 th , the B&ECPL Children's Department celebrated Dr. Seuss' 100 th birthday with a party. More than 40 children and 20 adults enjoyed games, crafts, tattoos and stickers. Dr. Seuss classics on video were shown as the guests dined on cupcakes and punch. To complete the party theme, all children received a small gift bag filled with Dr. Seuss puzzles and game sheets, a slinky and a bookmark. Department Manager Beverly Federspiel and the entire staff of the Children's Room participated in the planning and were on hand to help make the celebration a success. Branches also conducted programs in honor of Dr. Seuss' birthday. On March 2 nd , the North Park Branch sponsored a Dr. Suess Read-A-Thon and a “Cat in the Hat” craft event. Deputy Director COO Ruth Collins and Assistant Deputy Director Mary Jean Jakubowski served as “celebrity” guest readers at the Dr. Seuss Extravaganza held at PS #6 in Buffalo.
B&ECPL Technology Plan Completed and Delivered on Schedule: As required by New York State's Division of Library Development, the B&ECPL's 2004-2007 Technology Plan was completed and transmitted to Albany prior to the March 31 st deadline. Deputy Director CIO Shirley Whelan was responsible for coordinating staff input and crafting the final document. Many staff from Public, Support and Network Services contributed to the process. Among the highlights of the plan are: development of a digital collection of library treasures for the B&ECPL website; addition of a Spanish language catalog interface and Spanish version of the “public access model” for library computers; incorporation of additional wireless technologies for both patrons and staff and imminent replacement of the current, obsolete telephone system.
Former B&ECPL Librarian Relates Highlights of Reference Career: On March 30 th , retired B&ECPL administrator and reference librarian par excellence, Robert North, Jr., regaled an audience of academics, librarians and assorted acquaintances with his presentation, “The Scholar and the Library,” tales of his reference adventures in the pre-computer era. Mr. North, 94, who retired from active librarianship in 1973, still maintains contact with colleagues and friends at the B&ECPL and is a regular attendee at the annual Staff Association holiday gathering. A 1933 Harvard graduate and a 1938 graduate of UB's predecessor library program, Mr. North possesses a rare sense of humor, perspective and history about the library profession and its evolution through the 20 th century. In addition to his work at B&ECPL, Mr. North worked at the Emory University Library in Atlanta, Georgia, and the Charleston, West Virginia, public library system. The lecture, sponsored by UB's School for Informatics, took place at the Health Sciences Library on UB's South Campus. Deputy Director COO Ruth Collins , Central Library Administrator Peggy Skotnicki , Humanities and Social Sciences Manager Elaine Barone and retired Assistant Deputy Director William A. Miles joined the Director for this unique occasion with a special friend.
Central Relocations Set Stage for Renovation: To prepare for the major Central Library renovation scheduled to begin in late spring, librarian-engineer Glenn Luba is serving as the liaison with Central Library administrators, Maintenance Department staff, public service personnel and the Habiterra architects and designers. Over the past month, the entrance to the Children's Room has been moved, several major collection shifts were completed in the Popular Materials Department (POP) and the large print book collection has been permanently relocated to an area closest to the Humanities and Social Sciences (HSS) Department where the Services for Persons with Disabilities equipment is slated to be moved. So far, the changes have received positive reviews from staff and patrons alike. Network Support continues to assist, relocating computer workstations and other equipment as each shift occurs.
Rare Books Displays Highlight Modern Art and Romantic Literature: Humanities and Social Sciences (HSS) Librarian Charles Alaimo has created a visually stunning display of original art prints, reproductions and books entitled “Modern Art Movements,” currently on display at the Central Library's Grosvenor Rare Book Room. Artists such as Gauguin, Rivera, Birchfield, Dali and William Blake are represented. The presentation has generated many enthusiastic comments from patrons and staff. Mr. Alaimo also has mounted a display of manuscript items from the James Frasier Gluck collection; the current theme is authors from the Romantic Period and features Keats, Rosetti, Byron, Shelley and Wordsworth .
B&ECPL Celebrates Immigrant Writing in New York State: Central Library public services personnel worked with Darlene Pennachi of the Graphics Department to produce the Immigrant Writing in New York display in the Ring of Knowledge area. Librarians Rob Alessi ( Grosvenor Room) and Andrew Maines of Humanities and Social Sciences (HSS) selected the materials highlighting local immigrant groups and early printing in New York State, while Meg Cheman (HSS) developed the information on immigrant authors and poets in New York State. The New York State Center for the Book, which has been promoting this theme statewide, is so impressed with the B&ECPL's exhibit that it is featured prominently on the Center's website at: http://www.newyorkbooks.org/immigrant-writing.htm
B&ECPL Assists UB's School of Informatics: Humanities staff continues to share a wealth of expertise with students and teachers at the University at Buffalo's School of Informatics. On April 11 th , librarian Suzanne Colligan delivered a presentation on the USA PATRIOT Act to Dr. Gail Staines' Library Information Studies class. On April 12 th , Professor Melanie Kimball's Humanities Reference Class visited the Central Library, where Meg Cheman and Angela Pierpaoli shared their experiences as reference librarians and gave students a tour of the reference and stack areas. The next stop was a visit to the Rare Book Room, where Elaine Barone highlighted the treasures in the collection. All were impressed with the holdings, particularly Shakespeare's First Folio . The University is proposing a certificate program for rare book librarianship, and the B&ECPL's Grosvenor Rare Book Room will be featured as a resource.
SIRSI Automation Migration Continues: After addressing some early technical difficulties, SIRSI Corporation has completed test data migration for the B&ECPL. As a result of this process, SIRSI is better able to define benchmarks for data loading and establish a realistic time frame for the actual migration this summer. B&ECPL's SIRSI Training Team will use this new test database to instruct staff in all features and functions of the SIRSI Unicorn software. Earlier this month, SIRSI corporate staff returned to Buffalo to conduct another training session for the B&ECPL Implementation Team. Topics covered in this session included the SIRSI “back-up” circulation system, setting up staff user accounts, generating reports and a host of other essential administrative functions related to the automated system. Deputy Director/CIO Shirley Whelan , Assistant Deputy Director (Support Services) Lucille DeFranks , Support Services Manager Ann Kling , Catalog Department Manager Dawn Peters and many other dedicated staff from Public, Support and Network Services continue to prepare for the summer deadline.
Contract Negotiations with Librarians' Association Underway: Since March 5 th , two sessions have been held, with several more scheduled. Both the Library and the Librarians' Association have agreed to meet beyond the table to clarify various sections of the current bargaining agreement. Representing the Library are Assistant Deputy Director (Human Resources) Mary Jean Jakubowski , Deputy Director/COO Ruth Collins and attorney Susan McClaren of O'Connell & McClaren, LLP. Erie County Labor Relations attorney Ernest Gawinski is also participating. Five members of the Librarians' Association are “at the table” representatives in negotiations. The Librarians team includes lead negotiator Jane Rosenfeld (Hamburg Public Library), Association President Thomas Morrissey (Central Library), Meg Cheman (Central Library), Dorinda Hayes (Branches) and Mary Beth Morse (Amherst Public Library). Attorney Ronald Jaros is representing the Librarians' Association and New York State United Teachers (NYSUT).
Central Library Offers Bonus to Visiting Classes: Children's Department Manager Beverly Federspiel and LEAD Lab Trainer Jessica Ewing have been working to promote increased use of the Central Library's LEAD (Libraries Expand Access for Discovery) computer training lab by adding a new twist to traditional class visits. In addition to touring the building, participating in a story hour or utilizing the collection, students are offered hands-on computer instruction as part of the standard visit. Class groups have begun to take advantage of this enhanced tour option, and the response has been overwhelmingly positive.
B&ECPL Reaches out to Schools and Community: On March 26 th , Urban Services librarian Ann Slater , King Branch manager Peter Lisker and Children's Room librarian Nicole Bermingham participated in the Buffalo School Librarians' Conference. Extension Services Administrator Sharon Holley , a member of the Buffalo School Library Systems Council, represented B&ECPL on the Conference Committee. On March 23 rd , Mrs. Holley and East Delavan Manager Jim Stelzle participated in Mount Olive Development Corporation's Read-A-Thon for children and parents. Forty children and 14 parents enjoyed a storytelling presentation and learned how to get a library card. Informational handouts and flyers of all current activities at the East Delavan Library were distributed. Children's Department Librarian Nicole Bermingham visited Resurrection and Memorial Temple Head Starts to speak to parents about reading with their young children. Northwest Branch Librarian Gwen Collier spoke at the Bennett High School Career Day to four groups of 25 students. East Clinton Branch staff is working with the Kaisertown Coalition to collect items for local servicemen and servicewomen stationed overseas.
Interlibrary Loan Conference Highlights New Trends: On March 31 st , System Public Service staff Carol Batt, Peggy Errington and Susan Kreigbaum-Hanks attended the Western New York Library Resources Council (WNYLRC) Interlibrary Loan (ILL) conference, “Libraries Without Walls.” Local and national speakers emphasized trends and changing expectations for ILL and document delivery. B&ECPL's Mary Ann Ozimek, who recently completed a review of this library's interlibrary loan operation, participated in the WNYLRC panel presentation covering current regional ILL services.
Digitization Project Proceeds: Business, Science and Technology Librarian Matthew Best completed a three-week online course in digital imaging offered by the University of Illinois. Mr. Best, a member of the Technology Services Committee, is sharing his new-found knowledge with other committee members as they proceed with the digitization pilot project, “Buffalo's Thomas Flyer – Winner of the 1908 Great Race from New York to Paris.”
Buy, Buy (Bye-Bye) Books: Encore Editions' used book storage area, located on the ground floor of the Central Library, must be cleared to make way for the temporary relocation of the Popular Materials Department during renovations. As the first of many sales to come, Encore Editions is holding a “buy one, get one free” event during the month of April. In addition, Encore Editions has offered used books from its stock to supplement sales at any library in the System. Stacks, Shipping and Maintenance staffs have been very helpful assisting Encore Editions' staff and volunteers in moving books within the building as well as throughout the System.
B&ECPL Participates in Annual Patent Conference: Recently, Business, Science and Technology (BST) librarian Dan Caufield attended the 27 th Annual Patent and Trademark Depository Library Program Seminar in Washington, D.C. Classes were very thorough, covering topics of particular interest to local inventors as well as small business entrepreneurs. Attendees were brought up to date on new procedures and services. Mr. Caufield is distilling the information for presentation to BST staff and patrons.
Staff Conducts Training on Compliance Report and Records Retention: Supervising Accountant Nancy Hammond (Business Office) and Ward Pautler (Office of Service Evaluation and Planning) conducted a review session for contract libraries on filing reports electronically with the New York State Education Department's Division of Library Development. An internal check of System-wide annual reports for 2003 is underway. In addition, Mr. Pautler has prepared a proposed records retention schedule for the Business Office. Appropriate administrative staff will review this schedule along with schedules developed for general library operational purposes and human resources.
March Offered Multiple Training Opportunities for Staff: On March 10 th , 89 members of the staff attended “Dealing with Difficult People.” Grant funds provided by Erie County enabled Great Lakes Environmental and Safety Consultants, Inc. to present “Custodial Training” for maintenance personnel from the Central Library, Buffalo branches and libraries participating in the Centralized Human Resources (CHR) Program. Ten sessions brought 86 maintenance, security and shipping employees up to date on OSHA regulations (e.g., how to handle blood borne pathogens, safety and cleaning techniques). Great Lakes also conducted a series of “Ergonomic Training” sessions, with more than 50 employees in attendance. On March 4 th , a nine-week Supervisory Training series began, continuing through May. Various topics will be presented, including “The Job of the Supervisor,” “Leading the Work Team,” “Communicating, Coaching and Counseling” and “Managing Change without Anxiety.” Fourteen Central and Branch Library supervisors will complete this 36-hour training program.
Library Volunteers Help Local Kids: On March 2 nd , a volunteer team of Library employees braved the elements to participate in The Buffalo News' “Kids Day” newspaper campaign. The 2004 team, Beverly Federspiel, Nancy Hammond, Maureen McLaughlin, Dawn Peters and Shirley Whelan, raised more than $150 for Women's and Children's Hospital. Pre-paid newspaper sales yielded an additional $30. Sarah Gilmartin of Human Resources coordinated the program for the Library.
Meetings and Appearances: On March 23 rd , the Director attended a meeting of Erie County Commissioners and Department Heads at the Botanical Gardens in South Park. On March 24 th , the Director attended a meeting of the Erie Community College President's Advisory Council, of which he is a member. Prominent among topics of discussion was the proposed expansion of Erie Community College's downtown campus, including possible linkages with the Central Library. On March 29 th , the Director was interviewed for a James Joyce film project that cites the influence of Mark Twain on Joyce's writings. On March 30 th , Deputy Director CIO Shirley Whelan attended the annual meeting of the NYLINK Advisory Council as a member of its Information Technology Advisory Group.
Agenda Item H – Public Comment (taken out of order). John Klukowski, Sr., 189 Cazenovia Street, Buffalo, said South Buffalo residents are still waiting for more information. The B&ECPL should work to improve and preserve current library services.
Common Council Member James Griffin, 420 Dorrance Avenue, Buffalo, said the longer the new library debate continues, the more frustrated South Buffalo residents become. The debate over site selection creates friction. People of South Buffalo want both libraries to remain open.
ElizaBeth Berry, President, Save Our Libraries, P.O. Box 215, Buffalo, NY 14220, submitted a written request for information and documents. She also recited several quotes pertaining to the value of libraries.
Jeffrey Gauthier, 189 Cazenovia Street, Buffalo, thinks closing two libraries for one is not right. Jeffrey's first choice for information is the neighborhood library, not the Internet. Instead of spending money to build a new library, he would like to see the Cazenovia and Dudley libraries renovated and made handicapped accessible.
Valerie Niederhofer of Buffalo said both libraries in South Buffalo are being used and people in those neighborhoods can walk to them. Libraries are resources available to all free of charge.
Linda Freidenberg, 101 Mariemont, Buffalo, a resident of South Buffalo for 30 years, stated many residents do not have vehicles and cannot afford public transportation on a regular basis. If Dudley is closed, many seniors who walk there will be unable to utilize library services. Ms. Freidenberg's job involves working with block clubs, and she stated the majority of people she deals with prefer renovation of existing structures.
Carol May, 203 Lockwood, Buffalo, is opposed to consolidation of libraries. She does not believe the community meetings that were conducted were a good representation of the community.
As a point of clarification, Chair Mahoney replied there were two focus groups and three public meetings held in regard to the issue of a new South Buffalo library.
Mary Gillespie, 394 Summer Street, Buffalo, attended many community functions in South Buffalo, and she believes the majority of residents there want libraries to remain as they are.
Agenda Item I – Unfinished Business. No unfinished business.
Agenda Item J. New Business.
Agenda Item J.1 – CLDA Grant Application. Deputy Director Ruth Collins stated Central Library Aid is comprised of two state grants: Central Library Development Aid, which focuses on central library services, and Central Library Book Aid, used to enhance the collections of central libraries. Grant aid in 2004 totals $375,585. Ms. Juncewicz motioned for approval. Ms. Horton made a second, and the resolution was approved unanimously.
RESOLUTION 2004-16
WHEREAS, the Central Library Aid grant, composed of the Central Library Development Aid grant and the Central Library Book Aid grant, is an annual New York State statutory grant aimed at assisting central libraries in developing collections and providing services to their systems, and has provided funding for many years, and
WHEREAS, each year an application must be transmitted to the State to receive these funds, and
WHEREAS, the 2004 budget adopted by the Library Board of Trustees anticipated $375,585 of the proposed 2004 Central Library Aid grant amount, but could not at the time anticipate either the total amount of the 2004 grant or the amount of prior year funds remaining at the end of 2003, and
WHEREAS, the Buffalo & Erie County Public Library Board of Trustees desires to move forward with the 2004 Central Library Aid programs, including applying the $71,343 prior year balances to the CLDA grant, now therefore be it
RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees approves the application, including reallocating prior year balances, for the State-funded Central Library Aid grant, and be it further
RESOLVED, that the Library Director transmit the completed Central Library Aid grant application to the State Division of Library Development.
Agenda Item J.2 – Ranking of B&ECPL Literacy Applications. Ms. Collins reported the B&ECPL has developed a partnership with Literacy Volunteers of Buffalo and Erie County. Buffalo branch libraries will serve as sites for literacy tutoring. Literacy Volunteers will provide tutors. As no other literacy applications were received within the B&ECPL System, it is recommended this proposal be ranked number one. Ms. Panty asked if the tutoring program would be held at all city branches. Ms. Collins replied the service would initially begin at Fronczak and East Delavan. If the B&ECPL is successful in receiving a second year of funding, plans are to extend literacy services to two additional libraries. Ms. Horton motioned for approval; Ms. Panty seconded, and the following was approved.
RESOLUTION 2004-17
WHEREAS, the Adult Literacy Services Grant is a program open to public libraries and public library systems interested in developing or expanding adult literacy services in collaboration with a local literacy provider, and
WHEREAS, the Buffalo & Erie County Public Library has designed a project intended to enhance literacy service to its residents through the city branches, and
WHEREAS, the Buffalo and Erie County Public Library is required to rank System applications for the Division of Library Development, now therefore be it
RESOLVED, that the B&ECPL Board of Trustees ranks the application for the Reaching Out to Read Project as the sole application to be transmitted to the Division of Library Development.
Agenda Item J.3 – 2004 Goals and Objectives. The B&ECPL's 2004 Goals and Objectives were presented by Mr. Mahaney. This document reflects on-going projects, new initiatives, the strategic plan and other documents. At the March meeting, Trustee Emeritus Plache suggested that the Library's Goals and Objectives should be reviewed and approved by the Board. Accordingly, a resolution has been prepared for adoption. Mr. Mahaney welcomed suggestions from the Board and moved for approval. Ms. Juncewicz made a motion, Dr. Raoof seconded, and the 2004 Goals & Objectives were approved as presented.
RESOLUTION 2004-18
WHEREAS, the B&ECPL administrative team has compiled Goals and Objectives that reflect the Library's Strategic Plan, its 5-year Plan of Service, its 3-year Technology Plan, ongoing programs, major projects and other issues that demand attention , and WHEREAS, these Goals and Objectives are criteria by which the Library evaluates success in achieving its mission of service to the community , and WHEREAS, traditionally, the staff has compiled these Goals and Objectives and presented them to the Board of Trustees for information and comment , and
WHEREAS, these Goals and Objectives were presented for the Board's review at the March 2004 meeting, and
WHEREAS, at the request of the Board, these and future Goals and Objectives will be presented as action items, requiring Board approval by resolution , now therefore be it
RESOLVED, the Board adopts the attached Goals and Objectives for 2004.
Agenda Item G – Report of the Foundation Director (taken out of order). Ms. Leary informed Trustees the Foundation will be hosting a reception with a Rare Book theme on Thursday, May 13 th , to facilitate fund raising efforts. Ms. Leary and Mr. Mahaney plan to make a presentation to the Erie County Legislature to request assistance for the Live Homework Help program. She is also looking for additional corporate sponsorships, although most firms have already made their 2004 funding commitments. Any suggestions for sponsors would be welcome. Ms. Leary's written report contained information on the Library Foundation Board, Bylaw Requirements, Operating Budget, Corporate Sponsorships, Annual Fund, Central Library Renovation, Rare Book Room Committee and Special Events.
Chair Mahoney thanked Trustees for their attendance at several recent meetings and for supporting the Library System with the gift of their time and effort. She also commended Wayne Wisbaum for the awards and honors recently bestowed upon him.
Director Mahaney reiterated how appreciative the Library staff is for the interest and concern shown by B&ECPL Board members who are working to improve the Library and the communities they represent.
Prior to adjournment, Ms. Horton asked for a moment of silence in memory of William Kaufman, Trustee Judith Summer's father, who died earlier in the week. There being no further business, on motion by Mr. Buck and a second by Ms. Panty, the meeting adjourned at approximately 4:38 p.m.
Respectfully submitted,
Sharon A. Thomas
Secretary