MEETING MINUTES
MINUTES
REGULAR MEETING OF THE
BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
JUNE 17, 2004
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, June 17, 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
Daniel T. Roach
Judith K. Summer
Raul Vazquez
George M. Zimmermann, Trustee Emeritus
Excused:
Abdul H. Raoof, out of town
Sharon A. Thomas, ill
Wayne D. Wisbaum, out of town
Chair Rebecca 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. The agenda was approved as submitted.
Agenda Item C – Minutes of the Meeting of May 20, 2004 . On motion by Ms. Horton, seconded by Ms. Summer, the Minutes were approved as mailed.
Agenda Item D – Report of the Chair. Chair Mahoney stated the Library's Strategic Plan has been posted on the website since mid-May and said the Director has shared comments received to date with her. She also informed those in attendance that at the recent Erie County Capital Project hearing, Library representatives again stressed the need for parking at the Central Library. In order for the facility to become a family destination and attain maximum usage of a newly renovated Central Library, the parking issue must be addressed.
Agenda Item E – Committee Reports.
Agenda Item E.1 – Executive Committee. Trustee Horton reported the Committee met on June 10thand established the meeting agenda. Deputy Director Kenneth Stone explained Budget and Finance issues being presented to the Board for approval.
Agenda Item E.2 – Budget and Finance Committee. Dr. Long said two action items require approval, and he called upon Deputy Director Stone to present the items.
Agenda Item E.2.a – Amend 2004 Budget: County Legislature Member Aid. Mr. Stone reported Legislator Jeanne Chase had allotted $5,000 to the Hamburg Public Library. This money will make it possible for Hamburg to complete the acquisition of new tables and chairs. On motion by Ms. Horton, seconded by Ms. Panty, the item was approved unanimously.
RESOLUTION 2004-26
WHEREAS, Erie County Legislator Jeanne Chase has designated $5,000 to fund the purchase of new chairs and tables for the Hamburg Public 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 appreciated and helps libraries support a great deal of public use, and
WHEREAS, this allocation requires a change to the contract with the above library, and
WHEREAS, pursuant to section EIGHTH of the contracting library contract, these changes may be implemented by resolution and transmitting a revised Exhibit A to reflect same, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library accept the Legislative funds for the Hamburg Public Library in the amount of $5,000, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library, upon confirmation that the County has transferred these funds, approve a budget amendment to the 2004 budget to allocate revenues of $5,000 into SAP# Fund 820 Fund Center 420 Commitment Item 486000 (Inter-fund Subsidy) and expenditures into SAP department account Fund 820 Fund Center 420, in the amount and account shown below:
| Legislator | Library | Amount | Use | SAP Commitment Item # |
|---|---|---|---|---|
Chase |
Hamburg |
$5,000 |
Tables & Chairs |
516010 |
and be it further
RESOLVED, that a copy of this resolution and a revised Exhibit A be transmitted to the library to implement this change .
Agenda Item E.2.b – Merchant Credit Card Services Renewal. In April 2001, trustees authorized the B&ECPL to obtain credit card services through Key Bank. This allows patrons to pay fines, fees, etc., with a credit card. The Library is satisfied with Key Merchant Services and wishes to extend the initial three-year period for a second three-year term. Ms. Panty moved, Ms. Horton seconded, and approval was unanimous.
RESOLUTION 2004-27
WHEREAS, in order to provide more convenient service to library patrons who wish to pay fines, fees, or other charges, the Library provides the option of accepting credit cards for payment, and
WHEREAS, in January 2001, the Library issued a request for proposals (RFP) inviting interested parties to submit a proposal for a system that would allow the Central Library to accept MasterCard, Visa, Discover Card and bank debit cards for the payment of fines, fees, charges, and sales transacted with the Library, and
WHEREAS, three major banking institutions responded to the RFP, and
WHEREAS, in its meeting of April 19, 2001 the Board of Trustees of the Buffalo and Erie County Public Library adopted Resolution 2001-22, approving Key Merchant Services, LLC as the vendor of merchant credit card services for the B&ECPL, and
WHEREAS, that approval was for a three-year period, with the option that services may be extended beyond the initial three-year period for up to two successive three-year periods, subject to the approval of the Library Board, and
WHEREAS, the Library has received good service under this agreement and desires to continue these services for another three-year period, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves continuing to utilize Key Merchant Services, LLC as the vendor of merchant credit card services for the B&ECPL for another three-year period, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Library Director or his designee to execute any paperwork required to continue this service.
Ms. Panty asked if credit card service is available System-wide or only at Central. Mr. Stone replied the equipment is only at Central due to the cost of installation, but when a patron at a branch wants to pay with a credit card, staff can call the charge into Central for processing. He went on to say the service has been well received by patrons and estimated about $45,000 worth of business would be transacted with credit in 2004.
Trustee Gist inquired about ATM service at the Central Library. Mr. Stone said it is not currently available. Mr. Gist asked if this type of service had been explored. Mr. Stone replied that ATM service had previously been investigated, but due to upcoming renovation work it would be better to wait until new traffic patterns are established before looking into ATMs again. ATM service is available at the gas station next to Central and at several nearby banks.
Trustee Buck arrived at approximately 4:06 p.m.
Agenda Item E.2.c – Monthly Financial Report. The monthly financial report for the period ending 4/30/2004 was distributed in the packet for information. Dr. Long commented on the budget and the Centralized Human Resources (CHR) program. The Town of Tonawanda Public Library , where he is President of the Board, recently joined the CHR program. Tonawanda has found it to be very beneficial. He suggested trustees continue to encourage other contract libraries to participate as it saves money for the System and provides better services for patrons. Ms. Mahoney reiterated Dr. Long's recommendation of the advantages of CHR and hopes other libraries in the System will join. Ms. Panty believes library employees also benefit with CHR because they obtain consistent, accurate benefit information and services.
Agenda Item F - Report of the Director. Michael Mahaney thanked trustees for attending the ribbon-cutting for the Homeland Security Information Center in the Business, Science and Technology Department, which took place prior to the start of the Board meeting. He reported that WGRZ Channel 2 would air a special program at 7 o'clock that evening on the Juneteenth Festival. As part of the program, Sharon Holley was interviewed for information about the new Frank E. Merriweather, Jr. Library.
The Director reported receiving feedback on the Strategic Plan from the website. Most comments are very favorable, or relate to specific issues associated with the Library that are not part of the Plan. Written or emailed comments will be accepted through July 1st.
A System Meeting was held on June 16th to acquaint staff with new protocols and computer screens that were developed to comply with the Children's Internet Protection Act. Filtered Internet access will take effect on July 1st. Anyone under the age of 17 must have filtered access. Patrons 17 and older are entitled to unfiltered Internet access. Those patrons can unobtrusively disable the filtering software.
The following was submitted by the Director and transmitted to trustees prior to the Board meeting.
B&ECPL Presents 2005 Capital Project Requests at County Hearing : On June 8th, Board Chair Rebecca Mahoney , the Director and Deputy Directors Ruth Collins and Kenneth Stone participated in this annual opportunity for the Library to present and articulate its capital needs to County officials. CFO Stone prepared and delivered a comprehensive and persuasive presentation that was well received by an attentive audience representing both executive and legislative arms of Erie County government.
Homeland Security Centers Come to WNY: Business, Science and Technology (BS&T) Department Manager Kate Weeks , librarian Suzanne Colligan (Humanities and Social Sciences Department) and B&ECPL Webmaster Brian Fending were instrumental in developing three Homeland Security Centers for Western New York . This project was completed in collaboration with the Western New York Library Resources Council, the Chautauqua-Cattaraugus Public Library and the NIOGA Library System and made possible by a grant secured through New York State Senator Dale Volker . B&ECPL will host a site in BS&T that includes a computer, printer and collections related to the topic. B&ECPL's Homeland Security Center opens for business with a ribbon-cutting ceremony at 3 p.m. on June 17th.
Youth Services Librarians Gear up for Summer Programs: Librarians throughout the System have prepared a full slate of summer programs for area children and young adults. Under the banner of “Read, White and Blue,” the official New York State summer reading theme, activities (stories, crafts, special performances) encourage young people of all ages to be active readers during summer vacation. In addition, “ Battle of the Books,” the B&ECPL summer reading program that culminates in a jeopardy-like competition among library teams, enters its sixth year. Patrons may obtain a full listing of activities from the B&ECPL website.
Library Foundation Reception Showcases B&ECPL Rare Books: As noted at the May Board meeting, the Library Foundation held a reception highlighting treasures of the Rare Book Room on May 13th. Librarians Charles Alaimo and Andrew Maines (Humanities and Social Sciences Division) joined members of the Administrative Team as docents in the reception area on the second floor where poster-sized replicas of selected treasures were displayed. Elaine Barone (Grosvenor Room) and Robert Alessi (HSS) conducted the actual Rare Book Room tours and presentations on the treasures. Jennifer Nichols (Grosvenor Room) welcomed guests to the Mark Twain Room across the hall. Many guests expressed delight in being allowed into the Rare Book Room area and are eager for the renovation efforts that will open the area to the general public. Library Foundation Executive Director Anne Leary and her assistant Holly Constantine deserve credit for a successful and well-received event.
Office of System Public Services Takes on Building Projects: Announced at the end of May, the Office of System Public Services, under administrator Carol Batt , has assumed greater responsibility for renovation projects as well as oversight of new building projects. As part of this reorganization, the e-Branch, Popular Materials Department, and youth services functions will become aligned with Central Library Subject Departments under Central Library Administrator Peggy Skotnicki . Supervisory functions for the e-Branch shift from Peggy Errington to Kate Weeks of the Business, Science and Technology Department. Concurrently, Ms. Errington will assume a greater supervisory role in the Popular Materials Department. Further, Ms. Batt and her assistant for building projects, librarian/engineer Glenn Luba, attended their first construction meeting for the Frank E. Merriweather, Jr. Branch Library building project at the Apollo Theater on May 19th. Architect and Project Director Robert Coles advised the primary contractors that most initial permits have been obtained and site mobilization has begun. Library staff is evaluating internal space and furniture configurations as well as data, power and telecommunications cabling needs.
Central Library Renovation Proceeds: Novel Ideas and Encore Editions, the Library's gift shop and used book store, have been relocated from near the Washington Street entrance to a temporary home at the top of the escalator on the 2nd Floor. Next, the Circulation Department and Security Office will move to prepare for the shutdown of the first floor concourse during Phase One renovation work, expected to begin before the end of June. The Washington Street entrance will remain open during the renovation with visitors being rerouted through the Popular Materials Department.
Mobile Services to Be Revamped Over Summer: Beginning with the fall 2004 schedule, the B&ECPL Mobiles Division will operate under a revised mission and recommendations that were presented to the full Board at the May meeting. This is the result of an intensive study of the current service conducted by Doreen Woods (Office of Service Evaluation and Planning) as part of the Urban Libraries Council Executive Leadership Institute. The staff Outreach Committee and Mobile Services staff offered implementation refinements before the Board's Renewal Committee reviewed and accepted the plan. Under new guidelines, the priority will be to deliver mobile service to the geographically isolated, at-risk youth, seniors with mobility limitations and persons with disabilities. Service will be improved through weekly rather than bi-weekly visits to sites, longer duration of stops, greater availability of materials (the addition of media and new “bestseller” print releases) and access to enhanced electronic services (e.g., the “Request Plus” system) through wireless technology.
B&ECPL Readies for July 1st CIPA Compliance Deadline: Authentication protocols to support the Board's Internet Safety and Acceptable Use Policy and screen design options that provide filtered access to the Internet in compliance with the Children's Internet Protection Act are nearly complete. Personnel from various departments and divisions have been involved in this important project. Network Support, led by Toni Naumovski , continues to upgrade individual computers at all locations, a massive effort that ultimately will affect roughly 1,000 workstations throughout the System. Newly articulated work rules for any staff members who use the Internet are being disseminated.
SIRSI Unicorn Migration Continues: This month, work concentrated on design and development of the Unicorn reports and staff training curricula. In addition, the Network Office continues to configure and deploy new staff workstations. Personnel from across the System will receive an introduction to the new software in June, with formal training scheduled to begin at the end of August.
Fine Revenues Decrease in May: May 2004 System-wide receipts totaled $101,270.87, a decrease of $6,249.61 or 5.81% less than the $107,520.48 collected in May 2003. Year-to-date collections, including adjustments, now total $559,093.61, which is an increase of $29,395.07 or 5.55% above the $529,698.54 received in the same 2003 period. May's results were affected by an unanticipated circulation system outage on May 28th, delaying some fine receipt entries into the future. Year-to-date results continue ahead of the 3.6% increase included the 2004 budget. CFO Ken Stone continues to monitor and report revenue results.
Shipping Activity Continues to Rise: Through May, a year-to-date total of 52,656 boxes of library materials/supplies were shipped among all B&ECPL locations, a 12% increase over the same period in 2003. This reflects the continuing success of the Library's on-line patron-initiated request system, with “priority return boxes” for the period increasing 20% from Buffalo branches and 24% from contracting libraries. The Shipping Department continues to operate a fifth (formerly overflow run) on a daily basis. On very high volume days, particularly Mondays, Supply Room activities are suspended to dispatch a limited run sixth route. Options to address this continually increasing volume (including reallocation of part-time resources) are being evaluated.
B&ECPL Invites Proposals to Operate Central Library Café: A new café will be a prominent feature of the first phase of the multi-year renovation of the Central Library, the first since the library was constructed 40 years ago. The café will be located in a high traffic area adjacent to the Popular Materials Department, main circulation desk and gift shop, not far from the new Children's Department. The RFP seeks a qualified private firm to operate the café and the Library's existing employee vending area, compensating the Library with a mixture of rent/commission. The RFP will be released in June with responses due in July.
Central Library Exterior Rehabilitation Continues: Contractor Raymond E. Kelly continues to work on the Clinton Street side of the building, replacing sealant and cleaning stainless steel and stone surfaces. Soon the contractor will begin work on portions of the building that cross Ellicott Street . From June 14th through June 26th, the two eastbound lanes of Ellicott between Clinton to William Streets will be closed to vehicular and limited pedestrian passage while the contractor seals and cleans the underside of the overpass on that portion of the building. From June 28th to mid-July, the two westbound lanes of Ellicott between Clinton to William Streets will be closed to vehicular and limited pedestrian passage. Two-way traffic will continue throughout, but be limited to only two opposing lanes during these times, and access to the respective sidewalks will be limited. The Ellicott Street entrance to the library will remain open throughout this process with sidewalk access restricted to avoid work areas. Further, repair work on the Washington Street side stairs to the main entry ramp are expected to be completed later this month.
Uninterruptible Power Supply Replacement Project Delayed: Equipment specification questions raised in the first project contractors' meeting demand resolution before this project can proceed. The existing equipment has reached the end of its useful life and does not have the capacity to support the new SIRSI library automation system scheduled to become operational later this year. Library staff has strongly encouraged all involved to resolve this matter as quickly as possible.
Major Automation System Interruption Occurs: During an annual system “defrag” of one of the Alpha server system disks on May 28th, a bad tape caused a major disruption in service. The network and Web catalog were unavailable until approximately 5:30 p.m. This disruption is being thoroughly investigated to prevent a recurrence and better prepare the entire staff for disaster planning and recovery should another unavoidable disruption occur. A new training class may be developed to refresh staff in use of the offline backup system.
Plans Proceed to Replace FastNet with Choice One: Network's Johnny Hsu is working on a project to replace the Internet access service now provided by bankrupt provider, FastNet. A smooth cutover depends upon installation of a new circuit by Verizon no later than June 30th— the last day of service from FastNet's estate. Redundant Internet access through B&ECPL's alternate service provider, AT&T, should eliminate any noticeable disruptions to public or staff.
May Was Small Business Month at the Central Library: Last month, Business, Science and Technology Department (BS&T) librarian Dan Caufield helped coordinate a workshop sponsored by the Service Corps of Retired Executives (SCORE). This free, daylong workshop on starting and running a new business was held at the Central Library and attended by 48 people. Mr. Caufield delivered a 30-minute presentation on the information and free resources available through the Library. BS&T librarian Matthew Best offered attendees a tour of the department, emphasizing resources highlighted in Mr. Caufield's talk. Many workshop participants have returned to BS&T to use the materials introduced in this valuable session for budding entrepreneurs.
B&ECPL Participates in Grant Writing Seminar at Buffalo State College: Responding to an invitation from the Continuing Education Department at Buffalo State College, librarian Cynthia Hayes (Business, Science and Technology Department) described the Central Library's Foundation Collection, articulating its many resources to representatives of 27 community- and faith-based organizations. Ms. Hayes also had the opportunity to interact with other speakers, including those from the Community Foundation of Greater Buffalo, Verizon Foundation and Center for Development of Human Services at Buffalo State . These encounters led to a greater sense of how the B&ECPL can meet many potential constituent needs.
Staff Improves Electronic Search Tools: MultiSearch, the google-like software from WebFeat installed at the B&ECPL in December, allows users to search the Library's catalog, databases and other electronic resources simultaneously. Since the launch, staff has received continuing feedback about this tool from other staff as well as library patrons. A new and improved MultiSearch interface has been developed (thanks to efforts of numerous B&ECPL personnel, but in particular e-Branch Manager Carey Caserta and Webmaster Brian Fending) to streamline the search process by eliminating several steps. In addition, the home page Quick Search option will yield immediate results upon searching. It is anticipated that this enhanced version will be available for full staff and public release by mid-June.
Branch Happenings: On May 12th, Tim Russert, author, political analyst and host of NBC's Meet the Press, was on hand to dedicate the “Tim Russert Children's Garden” adjacent to the Dudley Branch Library. This green space is the work of South Buffalo Alive, area legislators, and Mr. Russert himself, who presented Dudley Branch Manager Kelly Donovan with an autographed first edition of his book, Big Russ and Me, for the library collection. Kathy Goodrich , branch manager of the North Park Library, appears on the front page of the May 25th edition of the Buffalo Rocket newspaper. The accompanying article highlights the history of the branch, its collections and the variety of programs available to the public. On May 5th, a Volunteer Recognition Dinner was held at the Erie County Home. A Cinco de Mayo theme, complete with mariachi band, honored all volunteers, including the library's four resident volunteers and ten community volunteers. Special recognition was awarded to Harry Fry for his years of dedication to the library and Erie County Home. Along with Division Head Patricia Covley , library staff members Mary Ann Trainer and Marge Smith attended the event.
Hamilton College Staff Visit B&ECPL: On May 19th, Hamilton College Library Director Randall Ericson and former Director Ralph Stenstrom visited the B&ECPL to view the Library's Rare Book Collection. Fred Jordan , conservator and hand bookbinder for both institutions, arranged the meeting, so staff from both libraries could become better acquainted with each other's rare collections and could discuss possible areas of collaboration. The gentlemen from Hamilton were most interested in viewing the B&ECPL's Shaker materials as Hamilton has built a substantial collection in this area.
Agenda Item G – Report of the Foundation Director. Executive Director Anne Leary was not in attendance due to a prior commitment. Her written report, included in the Board packet, contained information on Foundation Directors, Rare Book Room, Marketing, Communications and Support, Central Library Renovation, Current Programs, Board Orientation and the Young Professionals Group.
Agenda Item H – Public Comment. John Klukowski, Sr., 189 Cazenovia Street , believes South Buffalo is not prepared to trade two libraries for one, and he does not think it would cost $2 million to fix up the Cazenovia and Dudley libraries. He said libraries add to the quality of life in Buffalo .
Valerie Niederhoffer of Buffalo commented on Rebecca Mahoney's letter published in the Buffalo News on June 8th relating to the new South Buffalo library. She said change is not always good. Taking a library out of a neighborhood will not help Buffalo , and she feels the projected cost saving is not significant. Ms. Niederhoffer was happy to hear the B&ECPL is trying to improve parking at Central.
Jeffrey Gauthier, 189 Cazenovia Street , stated more than 3,200 individuals have signed the ‘Save Our Libraries' petitions. He recited square footage and collection information on the Cazenovia and Dudley libraries. He would like to see the Cazenovia Library become handicapped accessible.
ElizaBeth Berry of ‘Save Our Libraries' also responded to the letter in the Buffalo News . Ms. Berry thinks the B&ECPL Board is the “small vocal minority” rather than the community members who are opposed to a new South Buffalo library. It is important to have free access to information at neighborhood libraries that patrons can walk to.
Agenda Item I – Unfinished Business. No unfinished business.
Agenda Item J – New Business.
Agenda Item J.1 – Central Library Escalator Replacement Project – Design. Deputy Director Stone informed trustees that the County's Public Works Department has asked the B&ECPL Board to lend support to the Commissioner's recommendation to engage professionals for design work as part of the escalator replacement project. Preliminary work has already been done. Code changes may make continued operation of the 40-year-old escalators problematic beyond the next year or two. It is possible the escalators may be replaced with elevators. This option would provide more public space, particularly in the Ring of Knowledge area, to expand event capabilities. The County-funded $1.6 million project will be managed by Public Works. Ms. Summer moved and was seconded by Ms. Panty. Approval was unanimous. In reply to a query, Mr. Stone stated it is very likely the escalators will be replaced with ADA accessible elevators rather than with new escalators.
RESOLUTION 2004-28
WHEREAS, the Central Library's escalator system is original to the building and now 40 years old, and
WHEREAS, downtime is becoming more frequent and increasing in duration as replacements for broken parts often have to be custom made, and
WHEREAS, the Board of Trustees of the Buffalo and Erie County Public Library, on April 24, 2003, adopted resolution 2003-17 supporting this public works project, and
WHEREAS, this $1.6 million project was included in the 2004 adopted Erie County Capital Budget, and
WHEREAS, the Commissioner of Public Works has determined it is now time to start design of the replacement of the escalators so the project can be bid in 2004, and
WHEREAS, the Commissioner of Public Works has recommended issuing a supplemental agreement to an existing County agreement with URS Corporation to perform this work utilizing personnel from its Buffalo office, and
WHEREAS, compensation would be based on a percentage of construction basis, not to exceed $113,000, including testing, reimbursables and miscellaneous expenses relative to the engineering design services required for the project, and
WHEREAS, the request will be considered by the Erie County Legislature as the project is funded from the Erie County Capital Budget, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library adds the Library's support for the Erie County Public Works Department's recommendation for design services and affirms its strong support for the Central Library Escalator Replacement Project.
There being no further business, on motion by Ms. Horton, seconded by Ms. Panty, the meeting adjourned at approximately 4:26 p.m.
Respectfully submitted,
Sharon A. Thomas
Secretary