MEETING MINUTES
MINUTES
REGULAR MEETING OF THE BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
MAY 20, 2004
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, May 20, 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
Frank Gist
Annette A. Juncewicz
Susan Maggiore
Elaine M. Panty
Abdul H. Raoof
Daniel T. Roach
Judith K. Summer
Wayne D. Wisbaum
Excused:
W. Lawrence Buck, conflict
Sharon A. Thomas, conflict
Raul Vazquez, 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. Ms. Mahoney stated two new action items had been proposed for the Agenda. Ms. Horton moved to amend the Agenda and was seconded by Ms. Panty. Agenda Items E.2.e and J.3, pertaining to the Summer Reading Program and the Central Library power system, were added to the Agenda.
Agenda Item C – Minutes of the Meeting of April 22, 2004. On motion by Ms. Panty and a second from Ms. Horton, the Minutes were approved as mailed.
Agenda Item D – Report of the Chair. Chair Mahoney deferred her comments until later.
Agenda Item E – Committee Reports.
Agenda Item E.1 – Executive Committee. Trustee Horton reported the Executive Committee met on May 13th and approved the Agenda. Reports from various committees were discussed as well as resolutions to be presented to trustees.
Agenda Item E.2 – Budget and Finance Committee. Dr. Long stated Deputy Director Kenneth Stone had briefed him on the finance action items and he recommended favorable action on all items. Deputy Director Stone explained the resolutions.
Agenda Item E.2.a – 2004 Budget Adjustments: Allocating 2003 Year-end Balance. There was sufficient ending fund balance to meet the commitment of $550,000 for the 2004 budget and also for previous Board actions to carry forward projects in progress. An undesignated fund balance of $614,102 remains. Library staff recommended the balance be distributed among three major areas: supplement the Library's contingency fund by $200,000, raising it to $850,000; supplement reserves for repair and replacement of equipment by $139,502, providing a total of $500,000 in that account; and apply $125,000 toward capital items and expenses running at variance from the budget. The remaining $149,600 would be placed in an undesignated fund account to offset potential revenue shortfalls or unanticipated expenses. On motion by Dr. Long and a second by Ms. Juncewicz, the resolution was approved unanimously.
RESOLUTION 2004-19
WHEREAS, at its regular meeting of December 18, 2003, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 2003-58 adopting the Library's 2004 budget, and
WHEREAS, subsequent to adopting the 2004 budget a number of 2003 projects and activities not completed or implemented in 2003 are desired to be completed or implemented in 2004, and
WHEREAS, additional adjustments to the 2004 budget are needed to meet unanticipated expenses, and
WHEREAS, it is desirable to utilize a portion of available ending fund balance to augment the Library's “Designated for Contingency” and “Designated for Improvements and Long-term Replacements” accounts, and
WHEREAS, sufficient 2003 ending fund balance is available to meet these objectives, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library amend the 2004 Operating Budget revenue and expenditures by $125,000 as shown on the attached Exhibit One, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library allocate $200,000 of available 2003 ending fund balance to the Library's Designated for Contingency balance sheet account, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library allocate $139,502 of available 2003 ending fund balance to the Library's Designated for Improvements and Long-term Replacements balance sheet account.
Resolution 2004-19 : Exhibit One
Proposed Uses For 2003 Remaining Ending Fund Balance
Year End Closing (Subject to Final Audit Adjustments)
Subtotal Undesignated Ending Fund Balance After 2004 Budgeted Uses:
$614,102
Supplement to Library Board's Contingency
Library Board's Contingency Account for Unanticipated Events & Emergencies
$650,000
Beginning Balance Per Res 2001-23, 4/19/2001
$200,000
Supplement per this Resolution
$850,000
Balance after this Resolution
$200,000
2.5%
of 2004 Base Budget (Operating & Erie Co Capital)
Supplement Contingency Designated for Improvements and Long-term Replacement
Assist in matching/ leveraging other private & public funds and providing funding for technology replacements
$618,870
Beginning Balance Per Res 2003-30, 6/19/2003
($258,372)
Applied to SIRSI Project Per Res 2003-54, 11/20/2003
$139,502
Supplement per this Resolution
$139,502
$500,000
Balance after this Resolution
Remaining Available Ending Fund Balance:
$274,600
Capital Outlay Items
Computer Equipment, Including Firewall Replacement
75,000
Subtotal
$75,000
Items at Variance from Budget
Postage Expense (high request volume & delayed voice notification)
40,000
Overdue/fine notices (high request volume & delayed voice notification)
10,000
Subtotal
$50,000
Total Uses
$125,000
Retain in Undesignated Fund Balance to Offset Potential Revenue Shortfalls/Unanticipated Expenses in 2004 and/or 2005
$ 149,600
Total Uses and Retained Undesignated Fund Balance
$274,600
Combined Designated and Undesignated Balances: $1,499,600, or 4.4% of 2004 Base Budget (Operating & Erie County Capital)
Agenda Item E.2.b – Amend 2004 Budget: County Legislature Member Aid. Mr. Stone reported Legislator Al DeBenedetti had allocated $500 to the Northwest Library to be used for community programming. Ms. Panty moved for approval. Dr. Raoof seconded, and this resolution was approved unanimously.
RESOLUTION 2004-20
WHEREAS, Erie County Legislator DeBenedetti is sponsoring a resolution before the Erie County Legislature allocating monies totaling $500 to the benefit of the Northwest Library, and
WHEREAS, the funds would be used to support speaker fees and related program expense at the Northwest Library, and
WHEREAS, pursuant to an agreement entered into many years ago, Erie County is responsible for funding local branch libraries situated within localities throughout Erie County, and
WHEREAS, libraries within Erie County are routinely in need of additional funds to provide services and materials to local patrons, and
WHEREAS, Legislators strong support for the community's public libraries is greatly appreciated and helps the libraries support a great deal of use, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library gratefully accepts the $500 from the County Legislature for the benefit of the Northwest Library, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes, upon receipt of confirmation that the County Legislature has allocated the funds, a budget amendment to the 2004 Library budget to allocate revenues of $500 into SFG# 8209734206863200 (Inter-fund Subsidy) and expenditures of $500 into SFG# 820973420821 (Dues and Fees), and be it further
RESOLVED, that as part of the conversion to the County's new Enterprise Resource Planning (ERP) system under Systems, Applications and Products (SAP) software, the above allocation will be placed into the equivalent SAP accounts.
Agenda Item E.2.c – SFG to SAP Account Conversion. Mr. Stone told trustees that Erie County had switched to a new financial accounting system on May 1st. The new SAP system will integrate several separate functions under one system and will enable Library staff to generate a multitude of useful reports. This resolution will allow conversion of old SFG accounts to new SAP accounts. Dr. Long motioned for approval and was seconded by Ms. Horton. The item passed unanimously.
RESOLUTION 2004-21
WHEREAS, on May 1st, Erie County's new Enterprise Resource Planning (ERP) system “went live,” utilizing Systems, Applications and Products (SAP) software to replace the nine-year-old Solutions for Government (SFG) financial and payroll system, and
WHEREAS, to make the most of the new system's financial monitoring and reporting capabilities, the current account structure must be revised, and
WHEREAS, while the total revenue and expense budgets do not change, the account numbers and items grouped in individual accounts will change, and
WHEREAS, such changes are administrative in nature, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library directs staff to revise the monthly financial reports to incorporate the new SAP reporting structure, and be it further
RESOLVED, that the revision will include reallocating components within 2004 approved SFG budget accounts into the appropriate SAP accounts for the said component.
Trustee Wisbaum arrived at approximately 4:09 p.m.
Agenda Item E.2.d – Monthly Financial Report. The monthly financial report for the period ending 3/31/2004 was distributed for Board members' information.
Agenda Item E.2.e – LSTA 2004 Summer Reading Program Supplement. New York State advised the B&ECPL it had designated an additional $7,450 to be used for the promotion of New York State 's 2004 Summer Reading Program, NEW YORK is Read, White and Blue . This resolution accepts the additional funding. Ms. Panty moved, Ms. Summer seconded, and the resolution was approved unanimously.
RESOLUTION 2004-24
WHEREAS, the Buffalo & Erie County Public Library (B&ECPL) Board of Trustees recognizes the importance of quality library programs for children, and
WHEREAS, the Library has been notified of a supplemental grant award in the amount of $7,450 to provide additional support for publicizing the statewide summer reading program for 2004, now therefore be it
RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees amends the grant budget adding grant revenues and expenditures totaling $7,450 to support the New York State 2004 Summer Reading Program .
Agenda Item E.3 – Buffalo Library Services Committee. Trustee Phyllis Horton chaired a meeting of this Committee on May 11th. City branch data was reviewed. A public meeting will be held this fall and another next spring. The first public session for residents of Buffalo will be held October 18, 2004 at the East Clinton Branch from 6:00 to 7:30 p.m. Future meetings will be held at libraries throughout the City. Director Michael Mahaney has requested a meeting with the City of Buffalo Common Council to discuss capital needs for Buffalo libraries. Capital requests have not been solicited by the City for the past three years. This Committee will also work to encourage the formation of “Friends” groups at city branches where they are not currently active.
Agenda Item E.4 – Planning Committee. Trustee Annette Juncewicz reported the Committee met on May 5th to discuss the draft Strategic Plan for 2004-2006, which was included in the May Board packet. A process was proposed for public review and comment. The draft document will be disseminated on the Library's website, and printed copies will be available at all 52 libraries. Comments can be posted to the website or submitted in writing to the Planning Committee. Public comment will be accepted through July 1st. The Planning Committee will then review all comments, make adjustments to the draft and bring a final proposal back to the Board for action.
Agenda Item E.5 – Rare Books Committee. Trustee Elaine Panty reported she met with the Library Foundation's Executive Director and the Foundation's Rare Books Committee Chair, Connie Constantine. Michael Mahaney and key Library staff were in attendance. The participants considered goals, a mission statement and discussed ideas to increase awareness of the B&ECPL collection throughout the community and the country. Ideally the group would like to work with other community organizations for maximum exposure. A joint meeting of the two Rare Books Committees will be held to outline topics for discussion at future meetings.
Agenda Item E.6 – RENEWAL Committee. The Chair of this Committee, Ms. Mahoney, asked Deputy Director Ruth Collins to report the activities of this group. The Library undertook an extensive study of its Mobile Library operation in order to deliver more efficient and effective service to residents most in need. Mobile services across the United States were examined. Many libraries have curtailed these services, including nearby Monroe County . Mobile services are well received by the community, but must be retooled to become cost-effective.
A report prepared by staff member Doreen Woods, an Urban Libraries Council fellow, was presented to the RENEWAL Committee. This report contained four alternative models of service. Subsequently, the staff Outreach Committee discussed the report and its implications. A fifth model was then developed and shared with Library administration and the RENEWAL Committee. This new service model includes a concentration of effort on serving individuals who are geographically isolated, at–risk children and adults and people with disabilities. The plan will retire one aging bookmobile, leaving one on the road, and utilize the van and bus vehicles on a half-time schedule. This model also incorporates technology in all vehicles, allowing access to the full B&ECPL collection in all formats. In rural areas, more convenient weekly stops of longer duration will be made rather than bi-weekly stops. It will also allow for a reduction in redundancy. Fewer sites will be visited, but better services will be provided to constituents who need it the most. The model calls for no layoffs of personnel. Mobile staff will be redeployed where they are needed at branches and in the Shipping Department. A books-by-mail program will be investigated for the future. This strategy is used at a number of other public libraries as a more cost-effective alternative to mobile stops. At the end of one year, constituents will be surveyed to determine the outcome of the proposed service model.
Chair Mahoney remarked on the numerous committee meetings and events trustees attended in May and thanked Board members for their time and for undertaking some new project initiatives. She encouraged members of the public to take advantage of the public comment period to offer views of the Library's proposed Strategic Plan.
Agenda Item F – Report of the Director. Michael Mahaney expressed his thanks to trustees for their attendance at several recent meetings. He also thanked Anne Leary and her staff for hosting a wonderful reception the previous week. He invited trustees to a ribbon-cutting ceremony for the Library's new Homeland Security Information Center . It will be held on June 17th, one hour before the Board meeting. The B&ECPL was one of three Western New York libraries to receive a Homeland Security grant, the other two being the Niagara Falls Public Library and the Prendergast Library in Jamestown .
Mr. Mahaney updated the Board on the Frank E. Merriweather Library project. All contractors have acquired the necessary permits, and construction is about to begin. Several Library staff members have been assigned to assist and monitor this project.
The following was submitted by the Director and transmitted to trustees prior to the Board meeting.
State Approves B&ECPL Technology Plan: State Librarian and Assistant Commissioner, State Education Department, New York State Library, Division of Library Development Janet M. Welch has transmitted a letter informing the B&ECPL that its recently submitted three-year (2004-2007) Technology Plan: “...appears to include all the basic planning components required by the Federal Communications Commission (FCC) and has been approved.” Congratulations to Deputy Director/CIO Shirley Whelan and all of those who contributed to a well-conceived and well-received document that charts B&ECPL's technology course over the next several years and establishes eligibility for various categories of funding.
Sirsi Unicorn Migration Continues: CIO Shirley Whelan , Support Services Manager Ann Kling and Catalog Department Manager Dawn Peters attended the Sirsi Super Conference in St. Louis last month. Perhaps of greatest value was the opportunity for B&ECPL staff to interact with Sirsi management to discuss critical transition issues. As a result, a revised migration plan is being developed which should minimize or negate the need to “shut down” the system during the actual data conversion and will allow staff at all 52 locations to continue to use the DRA system until the Unicorn “Go Live” is completed in November. Nearly 200 new computer workstations acquired to support the Sirsi Unicorn automation system have arrived and Network Support, led by Toni Naumovski , is in the process of preparing them for distribution prior to the staff training that begins in August and continues through October. A “sneak peak” of the new software is being planned for a System meeting on June 16th.
Celebrities Recognize B&ECPL Rare Book Room: The Library's Grosvenor Rare Book Room was mentioned several times by Bert Gambini of WBFO-FM during that station's Meet the Author program on April 5th. Gambini interviewed Owen Gingerich , author of The Book Nobody Read , which discusses Nicholas Copernicus' De Revolutionibus . In preparation for the interview, Gambini spent several hours examining the B&ECPL copy of De Revolutionibus, a title in the Milestones of Science collection. NBC's Tim Russert acknowledged Humanities and Social Sciences Division Manager Elaine Barone in his new book, Big Russ and Me . Mrs. Barone helped Russert research parts of the book. He refers to her and Mary Delmont of Buffalo State College as “invaluable and ever cheerful in helping me re-create my old neighborhood.” Russert sent Mrs. Barone an autographed copy of the book and a personalized invitation to a book signing here in Buffalo .
Automated Doors Installed at Riverside Library: One set of doors at both entrances to the Riverside Branch are now equipped with automated assist opening devices. Funded by a member aid item supported by Erie County Legislator Albert DeBenedetti and a generous donation from Riverside Library patron Joseph Duguay , this improved access has been warmly received by the public. B&ECPL Trustees Elaine Panty and Phyllis Horton's earnest advocacy for this project was also a major factor in bringing it to reality!
Fairfield Exterior Painting Underway: Thanks to a special appropriation from Erie County Legislators Lynn M. Marinelli and Demone A. Smith , the Fairfield Branch Library is getting a much-needed and long-overdue makeover. Crews have begun scraping trim and shingles in preparation for priming and repainting. Barring inclement weather the project should be completed by May 21st . The interior was repainted last fall as part of the Erie County Legislature's Educational Technology Initiative, which provided improvements at branch and contract library locations throughout the System. Reactions from the Parkside community are favorable. Neighbors are also complimentary of recent landscaping efforts by head gardener Tim Tuminno and his helpers.
” Topping Tonight's WLIB News...” The annual B&ECPL reference meeting held in the Mason O. Damon Auditorium on April 21 st featured recommended titles presented in the form of a live TV news broadcast. Librarians Suzanne Colligan and Matthew Best played the anchor team of WLIB-TV. A clever script written and performed by subject specialists proved to be an effective way to introduce reference materials to staff working in contract libraries and Extension Services locations. It was a true ensemble presentation, with members of many areas and divisions contributing their talents, including (in approximate order of appearance) Dan Caufield, Kara Stock, Andrew Maines, Judy Coyle, Mary Ann Ozimek, Peggy Skotnicki, Kevin Wall, Tim Wanat, Herb Tinney, Kerra Alessi, Mary Ellen Alonzo, Jessica Ewing, Tom Morrissey, Meg Cheman and Carey Caserta . It was entertaining and informative. Even the director had a chance to play a minor role. Special thanks go to Central Library subject managers Elaine Barone and Kate Weeks for their efforts both on and off stage.
Fine Revenue Results for April 2004: System-wide receipts totaled $115 ,473.68, an increase of $6,290.44, or 5.76% above the $109,183.24 collected in April 2003. Year-to-date collections, including adjustments, now total $457 ,822.74, an increase of $33,709.89, or 7.95% above the $424,112.85 received in the same 2003 period. These results are running well ahead of the 3.6% increase included the 2004 budget and reflect continuing increased circulation activity. CFO Stone continues to monitor and report revenue results.
Bistro Bookers' Review Highlights Significant Event in Buffalo History : As a special National Library Week presentation, Bistro Bookers featured City of Buffalo Common Council President David A. Franczyk to discuss the book Murdering McKinley: The Making of Theodore Roosevelt's America by Eric Rauchway . The April 21 st event drew an audience of nearly 100. Mr. Franczyk's review examined the 1901 assassination of President William McKinley at Buffalo 's Pan-American Exposition and other significant issues of American culture and society at the turn of the last century.
B&ECPL Branches Celebrate National Library Week 2004: Buffalo branch libraries celebrated National Library Week from April 18 th to 24 th with a variety of programs under the theme “Something for Everyone @ the Library.” The Martin Luther King, Jr. Branch hosted the 10th Annual African American Writers Reception . Thirteen local writers participated, including Attorney John Elmore, Dr. William Small, Karima Amin and Lula Gayles Herring . Again this year, Wegman's donated $100 toward refreshments . Open House events were held at several city branches including Riverside , Fairfield , North Jefferson , East Delavan , East Clinton , Fronczak and Dudley . The Niagara Library presented the Nickel City Reptiles Show to 69 children and parents. Teens at the Cazenovia branch competed in a Trivia Contest for prizes, and the Upstairs/Downstairs Pajama Party at the North Park Library drew more than 40 children. On April 24th, the Lookie Bookie participated in the 1st annual Carnival sponsored by Hispanics United of Buffalo . More than 70 people listened to stories, played games and received library information and promotional materials at the event.
Shipping Activity Continues to Increase: Through April, a year-to-date total of 42,895 boxes of library materials/supplies were shipped among all B&ECPL locations, a 14% increase over the same period in 2003. This reflects the continuing success of the Library's on-line patron-initiated request system, with a 19% increase in “priority return boxes” from Buffalo branches and 27% increase from contracting libraries. Options to address escalating volume, including reallocation of part-time resources, are being evaluated to address this need.
WebFeat Upgrades in Progress: Based on staff and patron feedback, B&ECPL administration and the WebFeat team have met several times to develop a modified design for the MultiSearch interface screens. The primary objective is to simplify access and reduce the number of “clicks” required to obtain search results. Current plans call for implementation in early June. Concurrent with the rollout of “Version 2” of the WebFeat software, approximately 10 new databases will be added. Access to these databases is currently available only on a stand-alone basis, and their usage does not appear in WebFeat statistical reports. B&ECPL staff continues to work with WebFeat to refine and improve usage reports.
Maintenance Department Monitors Central Library Main Transformers: Maintenance personnel continue to monitor the Central Library's main electrical transformers, which are operating at temperatures higher than normal. While the temperature range remains well within safe limits, elevation is a sign that the 40-year-old equipment is nearing the end of its useful life. This equipment would be replaced next year under a proposed project to update Central's electrical distribution system. While not expected, premature failure of this equipment could put the Central Library out of service as much as 72 hours. Network services to the remaining 51 libraries would not be affected, as the Network Center would immediately shift power needs to battery and then to emergency generator power.
Central Library Renovation Update: The Office for Persons with Disabilities has been relocated to its new location on the first floor in preparation for closing the main corridor for the first phase of asbestos abatement and construction. Encore Editions/Novel Ideas has moved to its new temporary location at the top of the escalators on the second floor. Circulation Services functions are scheduled to move to the ground floor in June.
Central Library Exterior Building Rehabilitation Work Resumes: After breaking for the winter, the project is in full swing again. Contractor Raymond E. Kelly has begun work on the south side (facing Clinton Street ) with new sealant and stainless steel cleaning. Once the sealant has cured, the contractor will clean the marble exterior, removing 40 years of grime. Further, the project's electrical contractor has started installing thermocouples on the Washington Street and the Broadway/Washington side stairs to the main entry ramp. This will allow for more efficient and effective control of snow melting on these stairs next winter.
New Maintenance Pickup/Snowplow Truck Delivered: Recently, the new vehicle, funded in the 2004 County Capital budget, was delivered. While the Shipping Department had hoped to retain the 1992 pickup as a back-up most of the year and for additional snowplowing capacity during the winter, the amount and location of body rusting makes that unrealistic. It will be offered for surplus sale at the next County vehicle auction.
Young Man Hides Gun in Central Library: On May 20th , a young man attempting to elude transit police who were trying to apprehend him in connection with an incident at the Lafayette Square metro station, entered the Central Library and concealed a handgun behind a stack of books. The young man was apprehended, placed under arrest without commotion and eventually led officers to the location where he had hidden the weapon.
New Databases Acquired to Serve Public Demand: Two business databases are debuting on the B&ECPL website this month. Mergent Online provides Internet-based access to detailed, accurate and comprehensive global company information, with financials and annual reports for domestic and international companies. Morningstar.com is an Internet based stock and mutual fund research resource. Both will be available at any library and via remote access.
B&ECPL Receives Vital Records: On April 27th , the Grosvenor Room received the New York State Vital Records indexes on microfiche. These records will generate a substantial increase in the number of visits by genealogists.
Staff Interact with Colleagues and Others to Refine Skills: On April 28th, the B&ECPL Youth Services Planning Committee conducted a training session for all youth services staff, providing information on summer programs, craft supplies and incentives. Musician Jim McCarthy previewed his Read Across America program developed for the New York State Summer reading theme, New York Is Read White and Blue . Mr. McCarthy's performances for kids in June are funded by a State grant (prepared by Chris Moesch, now Director at the City of Tonawanda Public Library ) as a kick-off for the summer campaign. Also in April, Children's Department staff, Beverly Federspiel and Kerra Alessi, attended the New York Library Association (NYLA) Youth Services Section (YSS) Spring Conference in Lake Placid . This annual conference provides an opportunity for staff from across New York State to meet and attend youth-oriented programs and lectures from renowned children's authors. Library trainee Mary Ellen Alonzo attended the School Library Media Specialist (SLMS) Conference in Buffalo on April 29th. On May 3rd, librarians Kara Stock (Business, Science and Technology), Ward Pautler (Service Evaluation & Planning), Kathy Galvin (Fairfield Branch) and Kathy Smith (East Clinton Branch) of the Performance Measures Committee attended a Western New York Library Resources Council (WNYLRC) workshop on retrieving census information from the Internet. On April 23rd, Humanities and Social Sciences Manager Elaine Barone and librarian Rob Alessi (Grosvenor Room) participated in the Needs Assessment and Environmental Monitoring workshop, also sponsored by WNYLRC, featuring conservationists from Cornell University .
Central Library Welcomes Staff's Children: On April 22 nd , twenty B&ECPL employees brought daughters, sons, nieces, nephews, etc., to spend the day “on the job” as part of the Ms. Foundation's “Take Our Daughters and Sons to Work Day” program. This year's theme, “Today's Vision, Tomorrow's Reality,” focused on career preparation. The youngsters had the opportunity to interview staff and discuss the day-to-day responsibilities of particular jobs in a library setting. Later, participants were invited to write a story or draw a picture of what they believe their job will be in the future. The morning closed in the Computer Training Lab with database instruction, including an exciting game of electronic “Jeopardy.” Participating staff included: Dan Caufield (Business, Science and Technology), Jennifer Childs (Processing Department), Nora Macy (C-Cat), Mike Altieri (Maintenance Department), Mary Ann Ozimek (Computer Training Lab), Peggy Brent (Information Systems Coordinator), Angel Slisz (Business Office), Darlene Pennachi , (Graphics Department),
Chief Operating Officer Ruth Collins and Assistant Deputy Director / Human Resources Mary Jean Jakubowski . Christina Kaulbach-Stosuy and Kara Stock hosted building tours, and Jessica Ewing supervised activities in the Computer Training Lab. This year's event was coordinated by Mary Ann Ozimek .
B&ECPL Internet Service Provider Declares Bankruptcy: Fastnet Corporation, which has provided Internet service to the B&ECPL since it acquired Applied Theory in 2002, is bankrupt. Its assets have been acquired by two major Internet Service Providers: US LEC, headquartered in the southeastern United States and Choice One, a company with local offices. The B&ECPL has been informed by the Fastnet “estate” and by order of the Bankruptcy Court, that an orderly transition of existing service to Choice One is expected by June 30th. In anticipation of possible disruptions or curtailment of Fastnet service, supplemental bandwidth was obtained from AT&T to ensure redundant and uninterrupted service. Network Support had been in the process of binding the bandwidth provided by each carrier (Fastnet and AT&T) to provide maximum capabilities to patrons and staff using Border Gateway Protocol (BGP). Network's Johnny Hsu now plans implementation of BGP with AT&T and the new ISP, Choice One. The most challenging component of this transition is that its deadline is concurrent with compliance requirements for the Children's Internet Protection Act (CIPA) on June 30, 2004 .
Miscellaneous Meetings and Appearances : On April 28th, the Director joined Trustee Frank Gist as a guest for a taping of the Mary Davis Show . Ms. Davis addressed issues ranging from library history and funding to patron privacy. On April 29th, the Director joined a panel of distinguished professors, attorneys and Special Agent Paul Moskal of the FBI in a University at Buffalo program on the USA PATRIOT Act. On April 15th, Peggy Skotnicki , Central Library Administrator and B&ECPL's official representative on the Board of the Western New York Library Resources Council (WNYLRC), attended a meeting of the WNYLRC Strategic Thinking Group and on April 20th, a WNYLRC Board Meeting. On April 27th, the Director and Deputy Director/COO Ruth Collins attended a United Way Leaders of Change breakfast to discuss how and why the United Way establishes priorities in community service and support. On April 28th, Kate Weeks, Division Manager of Business Science and Technology, attended the monthly meeting of the Erie County Industrial Development Agency (ECIDA), and on May 5th, the WNYLRC Homeland Security Information Centers' meeting. At the April 30th meeting of the Erie Community College Library Advisory Council, Deputy Director Ruth Collins was named Vice-Chair.
Agenda Item G – Report of the Foundation Director. Executive Director Anne Leary thanked Library staff, trustees and directors for their help in making the Rare Books reception a success. Over 120 people signed in. A number of new library friends are very excited about the Rare Book Room, and their future involvement is anticipated.
Ms. Leary pointed out that her written report indicates a number of new directors have joined the Library Foundation Board, including B&ECPL Trustees Long and Wisbaum. She also noted with regret the resignation of Trustee Daniel Roach, and she presented him with a gift on behalf of the Foundation.
Ms. Leary explained there would be some changes occurring in requests for funding. She is working closely with Mr. Mahaney and Ms. Collins on this, and discussions have begun on the Central Library renovation project. B&ECPL staff will make a formal presentation to Directors at the June Foundation Board meeting.
A Young Professionals Group has been formed. Holly Constantine, a new addition to the Foundation staff, will work with the group. The enthusiastic members of this newly established cadre are committed to fundraising for the Library.
Ms. Leary's written report, distributed at the meeting, contained information on the May 13 th event, new members of the Foundation Board, Funding Policies, Approved Funding, the Rare Book Room Committee, Central Library Renovation, the Young Professionals Group and Corporate Proposals.
Trustee Gist arrived at approximately 4:29 p.m.
Agenda Item H – Public Comment. Jeffrey Gauthier, 189 Cazenovia Street , Buffalo , is a 7 th grader at St. Bonaventure in West Seneca . Jeffrey used books from the library for a school project, not the Internet. At a recent event in South Buffalo , author Tim Russert stated libraries are essential to neighborhoods and gave a copy of his new book, Big Russ and Me , to the Dudley Branch Library.
John Klukowski, Sr., 189 Cazenovia Street , Buffalo , stated he recently addressed block clubs in South Buffalo . He said the majority of people in attendance want to keep both Cazenovia and Dudley libraries open. He feels parents want children to remain in their own neighborhoods. The Olmstead organization stated they are not opposed to installing handicapped access at Cazenovia if it does not require the use of parkland.
ElizaBeth Berry, President of Save Our Libraries (SOL), P.O. Box 215 , Buffalo , 14220, stated two potential sites for a new library were reported in the April 28 th edition of the South Buffalo News . Both sites are near schools. The Interim Committee for a New South Buffalo Library promised at the meetings all comments, including written comments, would be passed on to the B&ECPL. Did the Committee forward other written statements to the B&ECPL?
Carol May, 203 Lockwood Avenue , Buffalo , lives near Dudley . The Interim Committee report is anemic and does not acknowledge the presence of any opposition to a new library. She believes there was insufficient public participation at the meetings to determine whether a new library is wanted and that SOL petitions have been ignored.
Agenda Item I – Unfinished Business. No unfinished business.
Agenda Item J – New Business.
Agenda Item J.1 – Authorizing Additional Contracting Libraries' Participation in the Centralized Human Resources Program. Deputy Director Stone stated approval of this resolution would allow additional libraries to join the Centralized Human Resources Program at any time in the future. To date, eight library boards have joined the program and others have indicated an interest. Ms. Juncewicz moved and Ms. Summer seconded for approval, which was unanimous.
RESOLUTION 2004-22
WHEREAS, the Centralized Human Resources (CHR) program was established to provide assistance to contract library boards in staff recruitment/selection as well as relieve contracting library staff of the burdens of personnel, payroll and benefits administration, and
WHEREAS, B&ECPL and Erie County personnel, trained to perform these functions as a part of their daily jobs, utilize Erie County's financial and payroll systems to perform these tasks, taking advantage of economies of scale to allow contracting library staff more time to provide better public service and interact with the local community, and
WHEREAS, to date 8 contracting libraries (14 locations) in the Towns of Aurora, Collins, Grand Island, Lancaster, Newstead, Marilla, City of Tonawanda and Town of Tonawanda have joined and continue to support the program, and
WHEREAS, other contracting libraries continue to express interest in joining the CHR program, which would require a contract amendment with any of those contracting library boards, and
WHEREAS, the Board of Trustees of the Buffalo & Erie County Public Library desires to facilitate this process and recognizes that the existing contract between the B&ECPL and any contract library that desires to participate in the Centralized Human Resources program must be amended to do so, now, therefore, be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes the Chair of the Board of Trustees to execute an amendment to the contracts of those contract libraries wishing to join the program at any time in the future, and be it further
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes the budget transfers necessary to implement the contract amendment.
Agenda Item J.2 – Replacing 2003 Contracting Library Contract Extensions with 2004 Contracts. Mr. Stone reminded trustees that due to the uncertain financial situation at the end of 2003, particularly at the State level, the Board approved esolution 2003-55 extending the terms of the 2003 contracts until such time as 2004 contracts could be extended to them. Approval of this resolution would allow 2004 contracts to be issued based on the budget adopted in December of 2003. A provision will be included in the contract stipulating that if a reduction in funding occurs, a formula for reducing allocations based upon each library's share of the overall System wage base will be made so that every library system would have an equal share reduction. Ms. Horton made a motion, seconded by Ms. Panty, and the resolution was approved unanimously.
RESOLUTION 2004-23
WHEREAS, budgetary allocations from Erie County and New York State to the Buffalo & Erie County Public Library constitute approximately 95% of the financial resources supporting the contract with the “Public Library,” and
WHEREAS, due to difficult economic circumstances, Erie County's 2004 allocation was not finalized until mid-December, 2003 and New York State's allocation has yet to be determined, and
WHEREAS, for these reasons it was difficult for the Buffalo & Erie County Public Library and the contracting libraries to develop, consider and approve a contract prior to the beginning of the 2004 fiscal year on January 1, 2004, and
WHEREAS, to meet 2004 payroll and other operating expenditure needs of each contracting library, the Board of Trustees of the Buffalo & Erie County Public Library approved Resolution 2003-55 on November 20, 2003, extending the 2003 contract's terms to be effective until such time as a permanent 2004 contract is executed, and
WHEREAS, even though a prompt resolution to the New York State budget situation is not expected presently, operational needs necessitate replacing the 2003 contracting library contract extensions with 2004 contracts, and
WHEREAS, subsequent to adopting the 2004 System budget, Erie County's implementation of a single provider health insurance program was extended to retirees, resulting in the employer share of retired employee health insurance costs being paid directly by the Buffalo and Erie County Public Library, necessitating transferring the remaining balance in contracting library retiree health insurance budgets back to the System budget, and
WHEREAS, subsequent to adopting the 2004 System budget, a number of contracting library employees have elected to change dental coverage and/or change from a health insurance waiver to health insurance coverage, necessitating transfers between System and contracting library accounts, now, therefore be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes the Chair of the Board of Trustees to execute 2004 contracts with the contracting libraries reflecting the 2004 allocation to each library as previously adopted in the System's 2004 budget, as amended, and be it further
RESOLVED, that said contract will address the uncertain amount of state aid by providing that, in the event that the final amount of state operating aid to the System is less than the 2004 budgeted amount and the Board of Trustees determines that a System-wide reduction is necessary to address the shortfall, each contracting library's allocation will be reduced in proportion to said library's percentage share of the System's total 2004 wage base applied to the difference between the final amount of state operating aid and the 2004 budget amount for said aid or the Board determined net shortfall amount, whichever is lower, and be it further
RESOLVED, that state operating aid to which this calculation applies consists of the Annual Grant, Per Capita, Book Reimbursement, Square Miles, and Local Services Support Aid, as well as Local Library Services Aid, and be it further
RESOLVED, that a new exhibit “A-1,” describing the methodology and containing examples, shall be attached to the contract, and be it further
RESOLVED, that to address the extension of the single provider health insurance program to retirees and employee elected changes to dental coverage and/or health insurance waivers occurring subsequent to budget adoption, the following transfers are hereby approved:
FROM: SFG Description Amount 830-156
Amherst Library
$40,717
830-159
Boston Library
$6,427
830-160
Cheektowaga Library
$29,684
830-161
Clarence Library
$18,003
830-164
Eden Library
$ -563
830-165
Elma Library
$13,899
830-168
Hamburg Library
$28,493
830-169
Lackawanna Library
$5,559
830-173
Orchard Park Library
$23,980
830-176
West Seneca Library
$22,341
TOTAL FROM:
$188,540
TO: SFG Description Amount 805
Fringe Benefits
$188,540
TOTAL TO:
$188,540
, and be it further
RESOLVED, that the 2004 contract amounts will reflect the above transfers, and be it further
RESOLVED, that as part of the conversion to the County's new Enterprise Resource Planning (ERP) system under Systems, Applications and Products (SAP) software, the above allocation will be placed into the equivalent SAP accounts .
Agenda Item J.3 – Central Library Power Distribution System Report and Testing. Mr. Stone stated the Library's capital project request for 2005 contained a request to begin planning for the eventual replacement of the Central Library's main power distribution system, which is now 40 years old. Due to recent developments, it has become necessary to accelerate the time frame for beginning this work. An evaluation of the system must be undertaken to determine the proper course of action. This resolution would allow the Library to enter into a contract with Watts Engineers, at a cost not to exceed $22,000, to undertake testing and evaluation. Sufficient funds are available in the contingency maintenance account to cover the cost of the contract. Upon motion by Ms. Juncewicz and a second by Ms. Horton, the resolution was approved unanimously.
RESOLUTION 2004-25
WHEREAS, the Central Library's main power distribution system is original to the building and now 40 years old, and
WHEREAS, these components were recommended for eventual replacement in an exhaustive "Building Evaluation Report" generated for the County in 1993, which listed a series of projects to be undertaken to repair and replace major building components in future years, many of which have already been completed, and
WHEREAS, Library staff has worked closely with Erie County Department of Public Works (DPW) staff in planning this project, which was included in the Buffalo and Erie County Public Library's 2005 Capital Project request approved by the Buffalo and Erie County Public Library Board of Trustees in Resolution 2004-14, and
WHEREAS, the Commissioner of Public Works has determined a need to evaluate and conduct tests of the electrical distribution system at the Buffalo and Erie County Central Library, and
WHEREAS, in May 2001 the Erie County Legislature authorized the Erie County Executive to enter into a contract with Watts Engineers, specializing in environmental services, and
WHEREAS, Library and Erie County Public Works department experience under the county contract has been favorable and demonstrated the firm's competence and extensive knowledge of the Central Library and its needs in relation to this area, and
WHEREAS, Watts Engineers and Public Works staff estimate this work can be completed at a cost not to exceed $22,000, and
WHEREAS, funding to support this work is available within the 2004 budget's repair and maintenance accounts, but will require a budget transfer, and
WHEREAS, the Board of Trustees of the Buffalo and Erie County Public Library desires to enter into an agreement with Watts Engineers to perform this work and transfer the necessary funds into the appropriate account, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Library Director to evaluate and conduct tests of the electrical distribution system at the Buffalo and Erie County, not to exceed $22,000, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves a budget transfer in the amount of $22,000 from SAP account #516030 (maintenance contracts) to SAP account #516020 (professional services) needed to implement this contract.
Chair Rebecca Mahoney declared her intent to make a statement regarding the South Buffalo Library project that articulates the Library Board's position. This subject could be revisited in the future if issues warrant it.
In response to County Executive Joel Giambra's offer in 2002 to fund construction of a new library where communities agreed to close two aging facilities, focus groups were conducted in South Buffalo, where indications had been made that the community might be receptive to this offer. Positive feedback resulted in the Library Board conducting three public meetings to gather community input. Again, it appeared that South Buffalo residents were interested in the concept. The Board was asked to continue exploring this project, which would provide a state-of-the-art library facility to residents in exchange for two marginal, aging facilities, including one that is not handicapped accessible.
People have suggested that old libraries be retrofitted. For the past 20 years, the Library has asked the City of Buffalo to upgrade and repair the Cazenovia and Dudley Branch libraries. These capital requests now total over $2.2 million. The City has never come forward with any funds to meet these requests, and the possibility of receiving funding now seems even less likely since Buffalo's finances are being managed by a control board. A fix up and repair solution does not appear to be an option.
By consolidating the operations of two separate library facilities into one building, approximate savings of $100,000 per year are realistic.
Currently the County is exploring potential sites for a new building. The consensus for a preferred location has not been reached. This could prove to be the most challenging task. Erie County has made this a priority.
Ms. Mahoney concluded her statement by saying it is time to build a new and improved library for the people of South Buffalo. “Let's work together to create a library that does not just meet minimum standards, but exceeds them.”
Prior to adjournment, Ms. Panty requested that trustees observe a moment of silence in honor of Trustee Wayne Wisbaum's mother, who recently passed away.
There being no further business, on motion by Ms. Horton, seconded by Ms. Panty, the meeting adjourned at approximately 4:55 p.m.
Respectfully submitted,
Sharon A. Thomas
Secretary