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MEETING MINUTES

MINUTES
REGULAR MEETING OF THE
BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
SEPTEMBER 9, 2004

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, September 9, 2004, in the Central Library pursuant to due notice to trustees. The following members were present:

Rebecca L. Pordum, Chair
Sharon A. Thomas, Secretary
John B. Long, Treasurer
William P. Brosnahan
W. Lawrence Buck
Annette A. Juncewicz
Susan Maggiore
Elaine M. Panty
Abdul H. Raoof
Daniel T. Roach
Judith K. Summer
Wayne D. Wisbaum

Excused:

Frank Gist
Phyllis A. Horton
Raul Vazquez

Chair Rebecca Pordum called the meeting to order at 4:02 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 July 15, 2004 . On a motion by Mr. Buck, seconded by Mr. Brosnahan, the July Minutes were approved as submitted.

Agenda Item D – Report of the Chair. The Chair had nothing to report.

Agenda Item E – Committee Reports.

Agenda Item E.1 – Executive Committee. In Ms. Horton's absence, Director Michael Mahaney reported the Executive Committee discussed and approved the agenda for the September meeting.

Agenda Item E.2 – Budget and Finance Committee. Dr. Long stated he had discussed finance items with Deputy Director Kenneth Stone and recommended approval of all resolutions. He called on Mr. Stone to explain the business items before the Board.

Agenda Item E.2.a – Collections Agency Contract Renewal. Mr. Stone informed trustees that Unique Management began providing collection services for the Library in 2001. Since that time over $353,000 worth of library materials have been recovered and more than $185,000 in fine revenues were generated. More importantly, items are being returned on a timelier basis, allowing materials to circulate more frequently. The Library is very satisfied with the services being provided and wishes to renew the contract for another three-year term. Ms. Summer motioned for approval. Ms. Panty made a second, and the resolution was unanimously approved.

RESOLUTION 2004-34

WHEREAS, the prompt return of library materials is a common goal of all libraries, and

WHEREAS, returning items in a timely manner maximizes the item's availability to library patrons and reduces the time patrons wait to borrow popular/new items, and

WHEREAS, while the overwhelming majority of library patrons respond to library overdue notices and return outstanding materials to their local library and/or reimburse the library for materials lost, a small percentage do not, and

WHEREAS, to encourage an even greater return rate, implementation of collections agency services was desired, and

WHEREAS, the Buffalo and Erie County Public Library sought written proposals from collections agencies with extensive library collections experience, EMPHATICALLY stating that the primary need is to diplomatically recover library material and that preserving a positive relationship with our patrons is a high priority, and

WHEREAS, this process resulted in a contract with Unique Management Services (UMS) for an initial three-year term, with a provision for up to two renewal periods of equal length upon mutual agreement of the parties involved, and

WHEREAS, the vendor has requested renewal with no change in terms, and

WHEREAS, the Library, upon review of the contractor's performance, desires to renew the agreement for another three-year period, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library confirms the Library's desire to renew the agreement with Unique Management Services 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 to execute any paperwork required to effectuate the renewal.

Agenda Item E.2.b – Budget Transfer: E-rate Reimbursement. Mr. Stone explained this resolution would authorize a budget transfer, allowing the Library to continue to pay data line and telephone bills, while the E-rate program works through changes in accounting procedures. He believes B&ECPL funding requests will be funded, as they have in past years, and stated E-rate savings will total approximately $188,000 for 2004. Money would be moved from fringe benefits to the telecom account. When E-rate reim­bursement is received, the transfer will be reversed. In response to a query from Ms. Panty, Mr. Stone said E-rate funding is a vital aspect to America 's public schools and libraries. He does not feel the current funding cycle is in jeopardy. On motion by Ms. Summer with a second from Mr. Buck, the following was approved unanimously.

RESOLUTION 2004-35

WHEREAS, under the Universal Service Fund for Schools and Libraries, popularly known as the "E-rate," regular voice phone service, high capacity data lines, and Internet access for all libraries are eligible for discounts amounting to 61% of the cost of service, and

WHEREAS, these discounts, which are provided on a reimbursement basis, will amount to an annual savings of approximately $188,000 in the current (seventh) funding year, which runs July 1, 2004 through June 30, 2005, and

WHEREAS, on August 19, 2004 , the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC), which administers the E-rate program for the Federal Communications Commission (FCC), announced that:

USAC has been directed by the FCC to move to government accounting standards by October 1, 2004 , and this has raised potential budget authority issues that may impact USAC. As a result, SLD has not issued FCDLs [Funding Commitment Decision Letters] for any Funding Year since August 3, 2004 , and will be temporarily suspending further issuance of such letters. USAC is working with the FCC to resolve these issues and, once that happens, SLD will resume issuing commitment letters. In the meantime, SLD is continuing to review applications so that, when the matter is resolved, we will be in a position to issue FCDLs. USAC expects the issue to be resolved in the near future , and

WHEREAS, as the Library's 2004 budget assumes E-rate discounts will be received, a temporary budget transfer will be needed to allow telecommunications bills to be paid for the rest of the year, or until such time as E-rate reimbursements start flowing again, and

WHEREAS, the State of New York has recently approved legislation shifting the payment date for local agencies' state retirement bills from December 2004 to early 2005, sufficient funds will be available within the 2004 budget's retirement line to allow a transfer to cover the telecommunications cost on a temporary basis, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves the following transfer within the 2004 operating budget:

Trustee Thomas arrived at approximately 4:10 p.m.

Agenda Item E.2.d – 2005 Proposed Budget Guidance (taken out of order). Deputy Director Stone informed trustees of the uncertain budget circumstances for 2005. The New York State budget is very late. As it now stands, the Governor's 5% reduction in Library Aid will take effect unless an override occurs. Any monies expended from this year's fund balance will diminish funds available for 2005. Erie County is facing the same situation, except the numbers are much larger.

Normally at this time of year, Library administrators would present a proposed budget for Board consideration. However, as of September 9 th , the B&ECPL had not received budget targets, personnel runs or budget guidance from the County. In light of this, it is quite possible that a budget may need to be submitted prior to the October Board meeting. This resolution allows trustees to approve a budget methodology that will guide staff in preparing a budget. The preferred process would be to review the budget proposal with the Budget & Finance Committee, the Executive Committee and then the full Board. If time is very short, the chairpersons of both committees will be consulted.

Chair Pordum encouraged all Board members to contact State legislators regarding the 5% reduction. As representatives of Erie County constituents, it is crucial that they are made aware of the impact a $135,000 cut will have on the System. State Library Aid has not been increased since 1998. State share represents 7% of the total Library budget.

Trustee Wisbaum arrived at approximately 4:15 p.m. during budget discussion. Ms. Panty made a motion to approve Resolution 2004-37, and Mr. Buck seconded. The resolution was unanimously approved.

RESOLUTION 2004-37

WHEREAS, as of September 2nd , the Library had not yet received Year 2005 budget instructions and preliminary targets from the Erie County Budget Office, and

WHEREAS, while not yet confirmed, it is expected that the budget request will be due to the County prior to the Library Board's October regular meeting, and

WHEREAS, in order to provide a timely response to the County, budget preparation and review alternatives were reviewed by the Board's Budget and Finance Committee Chair and the Executive Committee, and

WHEREAS, the Executive Committee recommends that Library trustees articulate criteria for preparing the 2005 budget request; designate the Library Director as responsible for preparing a draft budget request meeting these criteria; provide for review of the draft budget by the Budget and Finance Committee, which would provide direction to the Library Director in finalizing the budget submission; and provide for Executive Committee review and approval of the budget request for submission to Erie County as close to the deadline as committee meeting schedules and preparation time will allow, and

WHEREAS, should the timing and urgency of the budget deadline require the proposal be submitted before these committees or the full Board can meet, the proposals will be reviewed with the chairpersons of the committees and reported back to the full Board, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library hereby directs the Library Director, Budget and Finance Committee and Executive Committee to complete the 2005 budget request utilizing the following criteria:

•  Keep all library buildings open in 2005, maintaining service and staffing levels consistent with the Library Board's adopted strategic plan, Breaking New Ground: A Blueprint for Strengthening a Community Through Exceptional Library Service ;

•  Include a request for 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;

•  Request the library materials 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;

•  Assume E-rate funding of telecommunications services continues through June 30, 2006 ;

•  Budget State Operating Aid and Aid for Library Grants using present formulas applied to 2000 Census population figures;

•  Authorize use of $500,000 in estimated ending fund balance to assist in achieving these budgetary objectives, and be it further

RESOLVED, that should the resource levels transmitted in budget targets be insufficient to meet the budget needs identified above, any plans to address the shortfall must ensure that any library services that would need to be reduced be done in a manner that is fair and equitable across the County, and be it further

RESOLVED, that the Director transmit the resulting request to the County of Erie's Division of Budget, Management and Finance as close to the deadline as schedules and preparation time will allow.

Agenda Item E.2.c – Funding for Live Homework Help. This resolution would pair a $35,000 Verizon SuperPages grant with $14,000 in United Way proceeds received by the Library for a total of $49,000 to continue Live Homework Help. This program supports students across Erie County with their school assignments. On motion by Ms. Thomas and a second by Mr. Buck, this funding allocation was approved.

RESOLUTION 2004-36

WHEREAS, the Buffalo and Erie County Public Library continually seeks new and innovative ways to assist children in their educational activities, including meeting rigorous New York State Education standards, and

WHEREAS, the online homework help, offered through Tutor.com, is a highly productive and innovative way to assist students with their studies, and

WHEREAS, this service began as a pilot project in September 2002 in three libraries and remotely from home, work or school, and

WHEREAS, the well received service was expanded to all Buffalo branch libraries in 2003, and

WHEREAS, the service allows 4th through 12th graders to access qualified, professional tutors for up to 20-minute, individualized, live tutoring sessions between 2 to 10 pm daily, accessed remotely from home or work through the B&ECPL's website or at all Internet access workstations at the Central Library, Reinstein Memorial Library and all City of Buffalo branch libraries, and

WHEREAS, the L ibraries E xpand A ccess for D iscovery (LEAD) Lab provides availability of computers and the Internet as well as self-guided training opportunities for all community members, specifically targeted to teachers and students, and

WHEREAS, in 2004, the Library received a $35,000 restricted donation from Verizon SuperPages, to be applied to a L ibraries E xpand A ccess for D iscovery Program, and

WHEREAS, the Library desires to continue to offer these valuable programs and supplement the Verizon SuperPages donation with $14,000 in donations received by the Library through the United Way, and

WHEREAS, sufficient funds are available from these sources and are currently on deposit in the Buffalo and Erie County Public Library's private funds held in trust by the Erie County Comptroller, now therefore be it

RESOLVED, that the Buffalo and Erie County Public Library Board of Trustees authorizes the Director to disburse $49,000 of the Library's private funds to support the Tutor.com live online homework help for Erie County students and the LEAD Lab programs.

Agenda Item E.2.e – Monthly Financial Report. A monthly financial report for June and July 2004 was distributed to trustees at the meeting for informational purposes.

Agenda Item F – Report of the Director. Michael Mahaney introduced Ann Kling. She has succeeded Lucille DeFranks as Support Services Administrator. Ms. Kling has approximately 30 years of service with the B&ECPL System.

Mr. Mahaney distributed a brochure, “Further Frontiers: The Mapping & Exploration of America .” A special display of maps and historical artifacts from the 17 th , 18 th and 19 th centuries details the exploration of America . This exhibit will be available for viewing in the Rare Book Room through October 13 th .

The following report was submitted by the Director and transmitted to Board members prior to the meeting.

New York State Budget Adopted, Provisions to Restore Library Aid Vetoed:  In mid-August, the State Legislature passed the 2004-2005 budget, the latest in history.  The Legislature's budget restored Library Aid to prior year levels.  Unfortunately, on August 20 th , Governor George Pataki issued 195 vetoes, including the restoration of Library Aid.  This results in a 5% cut in aid, consistent with the Governor's original proposed budget.  For B&ECPL, the cut amounts to more than $145,000 when compared to last year's aid and a $95,000 reduction from the 2004 B&ECPL adopted budget, which already assumed a modest population-based reduction.   (To put matters in perspective, $145,000 exceeds the annual costs to operate two of B&ECPL's smaller libraries.)

County Executive Joel Giambra's Senior Executive Assistant and chief legislative aide Marina Woolcock conveyed notice of the vetoes very shortly after they were announced.  Local impact details were combined with statewide information and immediately transmitted by e-mail to administrators and contract library directors, urging staff and trustees to contact State Assembly Members and Senators to thank them for their ongoing support for libraries, to politely advise them of the impact of this veto and to request their participation in an override.  Correspondence, phone calls and personal exchanges with area legislators followed.  State Assembly leadership has indicated its intent to press for overrides of many of the Governor's vetoes, including Library Aid. Prospects for State Senate action on a veto override remain uncertain.

State Budget Lag Contributes to County Budget Delays:  A significant portion of the Erie County budget is affected by New York State 's budget, which currently remains unresolved. The late State budget is a likely contributor to a belated County budget process.  At present, the Library has not received personnel runs and budget targets for 2005.   Unfortunately, current fiscal conditions indicate that the 2005 budget process will involve difficult choices. Details will be shared as they become available.

SIRSI Unicorn Migration Team Forges Ahead: The SIRSI Unicorn Migration Team continues to address many tasks necessary to successfully replace B&ECPL's aging DRA automation system this November. On August 23 rd , the staff training marathon began.  Personnel from the Central Library's Circulation Department were among the first to learn the new software.  The inaugural class went well, as did the following two days of training, thanks to the talents and hard work of the training team, Dawn Peters, Peggy Errington, Maureen McLaughlin, Jennifer Trigilio, Mary Ann Ozimek, Mary Schiffhauer, Jennifer Childs, Liz Weig and Jennifer Shine.  Sessions for contract library and Buffalo branch staff are scheduled for September and October. To accom­modate the ambitious training regimen, personal computers in the primary Central Library Training Lab have been replaced with new equipment purchased through the Gates “Staying Connected” Grant. SIRSI Unicorn client software, Workflows , has been installed and tested on all training PCs. At the request of B&ECPL staff, SIRSI has replaced the Library's former “Sure Start” and “Go Live” consultant with Kim Granquist Battles, who has earned the staff's confidence in previous interactions. Data migration, report generation, program “bugs” and system back-up issues continue to be reviewed and resolved. CIO Shirley Whelan and her Network staff, including Johnny Hsu , Toni Namovsky, Roseann Hausrath and Dave Kozlowski, are working to ensure that software and hardware are responsive to all B&ECPL needs.

Frank E. Merriweather, Jr. Library Project Proceeds: Carol Batt and Glenn Luba of the Office of System Public Services (OSPS) and Facilities Manager Pete Misner are attend­ing regular construction project meetings.  Recently, they met with representatives from architect Robert Traynam Coles and Watts Engineers to discuss outstanding construction issues (including security cameras in the auditorium and meeting room, electronic ADA doors and curb cut load for deliveries).   OSPS personnel are developing a final furniture layout and shelving plan.

Central Library Renovation Continues:   Phase I construction is well underway with asbestos abatement complete in the Circulation (Borrower Services) and main concourse areas.  The general contractor has begun the actual renovation, which will result in a totally redesigned entrance from Washington Street .  The Borrower Services Department, Novel Ideas gift shop and Encore Editions used book store also are receiving complete makeovers.  The centerpiece of the renovated space is the much anticipated café area.  (For further details regarding the selection of a qualified contractor to operate the café, refer to Proposed Resolution 2004-40). Phase I completion is targeted for December 2004 with a grand re-opening early in 2005.

Central Library Exterior Building Rehabilitation Nears Completion: Contractor Raymond E. Kelly expects to complete exterior cleaning, repairing and sealing early this fall — long before the snow flies.  Removing four decades of dirt and grime from the library's marble exterior has dramatically improved the building's appearance.  The new sealant will preserve building components and reduce heat loss during the winter. Work on the front ramp stairways to improve winter ice melting and provide increased control and monitoring of that system also nears completion. 

Bookers Celebrate Milestone : At its August 3 rd event, the Bistro Bookers organization celebrated its 14 th anniversary and 100 th review.  The program featured former Buffalo News editor Murray Light discussing his book, From Butler to Buffett: The Story Behind The Buffalo News.   Entertaining an audience of 100, Mr. Light shared candid, personal anecdotes spanning his 50 years at the newspaper.  A raffle of previously reviewed titles, generously donated by Talking Leaves ... Books and Prometheus Books, preceded the program. 

Cyber Camp Succeeds:   Thanks to the generous support of Verizon SuperPages, the Central Library sponsored its first Summer Cyber Camp for students entering fourth through eighth grades.  Overall attendance was impressive.  Registration for the first full week of public classes was high enough to warrant relocation to the larger training lab to accommodate additional students.   Cyber Camp librarian Jessica Ewing and Children's Room manager Beverly Federspiel coordinated a total of 21 separate visits from eight different student groups during the summer, with 136 students from kindergarten through seventh grade attending group sessions.  Among those who participated in prescheduled visits were children from summer camps, day care programs and the Enterprise Charter School .  Students were enthusiastic about the program and feedback from parents has been positive.  Children were excited to win backpacks, t-shirts, mouse pads and other prizes provided by Verizon SuperPages.  Students received a diploma on the last day of their session. 

Electronic Searching Gets Easier at B&ECPL: Providing links to quality websites on a wide array of topics, the Reference Desk section of the Library's website was re-launched on July 28 th .  Features of the upgrade include an improved browsing format, enhanced searchability, a database back-end for faster and easier content updates and a search query format that will allow the Library, over time, to include “companion results,” such as links to catalog subject headings and relevant database resources. The refined tool was designed by Webmaster Brian Fending in collaboration with e-Branch Manager Carey Caserta . On July 30 th , the Library unveiled a new and improved version of its electronic resources search tool, Multi Search, powered by WebFeat.  This utility enables the public and staff to mine the catalog, databases and selected websites in a single search, providing access to books, audiovisual materials, newspaper articles, journals and other documents.  In response to feedback from staff and patrons subsequent to its initial release last December, the new interface eliminates redundant steps and provides more streamlined searching.  In addition to training brochures available at all libraries, an on-line tutorial appears on the Library's website.

Reading Remains Popular Summer Activity for Youth:   The Children's Room at the Central Library was a popular destination this summer.   There were 41 scheduled visits consisting of 830 children and 87 adults as well as 16 drop-in groups, which included 177 children and 31 adults.   Day camps and local “Y's” arrived on an almost daily basis.  Children's Room manager Beverly Federspiel and Cyber Camp librarian Jessica Ewing met with several program directors to schedule groups and encourage partici­pation in summer reading programs.  The “Be A Star” Summer Reading bulletin board was a stellar success with a final tally of 506 stars (each representing one hour of reading) posted on the board.  Four lucky children were awarded prize packages for their dedication to summer reading.

And the Winner Is... :    On August 7 th , approximately 350 participants, 700 spectators and 100 volunteers attended the 6 th annual Battle of the Books competition held at Erie Community College 's south campus.   During this summer reading program, students entering sixth through ninth grades are given an opportunity to read six pre-selected books and review those titles with team members at a participating library.  On the day of the Battle , the students answer trivia questions about these books in a competition with teams from other local libraries across Erie County .   Thirty-two teams repre­senting 25 libraries participated.   This year, the top team was the Riverside Branch, coached by librarian Mary Ann Budny . Second place went to the Elma Library team, whose co-coaches were Shelley Stoffel and Louise Thorn.

Families Enjoy Summer Fun at the Central Library:   On August 3 rd , the Children's Department held a Summer Fun Day, supported by grant monies from this year's New York State Summer Reading Program. The Central Library hosted the “Read, White & Blue All American Summer Reading Show” presented by WKBW-TV personality Mike Randall (and “friends”).  Prior to the performance, nearly 200 children enjoyed craft activities in the auditorium lobby.  Two hundred thirty guests attended the actual performance, where Randall mesmerized children with his magic feats. Non-stop laughs and shrieks from the crowd indicated that a great time was had by all!

Extension Services Administrator Makes News Outside Erie County :   In July, Extension Services Administrator Sharon Y. Holley served as stationmaster and program presenter at the Annual Harriet Tubman Retreat in Auburn , New York .  More than 500 attended and participated in activities coordinated by the Community Action Organization of Erie County and numerous other community agencies and groups.  Mrs. Holley also was a presenter at a conference for New York State Public Library System Outreach Coordinators on July 29 th and 30 th at the Pioneer Library System in Canandaigua , New York . “Advocating for Library Services in County Facilities ” is an article submitted by Mrs. Holley and published in From Outreach to Equity: Innovative Models of Library Policy and Practice, edited by Robin Osborne for the American Library Association's Office for Literacy and Outreach Services.  This model describes B&ECPL library services offered to the Erie County Holding Center , Correctional Facility, Home and Detention Center .

Rare Book Room Discovers Julia Child Connection: Recently, Boston , Massachusetts , public television station WGBH, borrowed a menu from the B&ECPL archives for a forthcoming documentary on culinary grand dame, Julia Child .   The menu, from La Couronne in Paris , is one of a series of mostly French restaurant menus dating from 1919 to 1932. These were discovered as a result of the recently completed Rare Book Room cataloging project funded by the John R. Oishei Foundation through a grant secured by the Library Foundation.   La Couronne was the restaurant where Ms. Child enjoyed an “epiphany meal” that launched her career in cuisine.

City of Buffalo Capital Project Process Resumes :  On July 29 th , the Library received correspondence from the City of Buffalo regarding the Capital Improvement Program for 2005.  Last year, there was no capital request process because the Buffalo Fiscal Stability Authority (Control Board) was still in formation.  After consulting with Budget and Finance Committee Chair Dr. John Long , staff completed and hand delivered the Library's request for Buffalo Branch capital projects on August 11 th , well in advance of the August 16 th deadline. The Library's request is consistent with the Board-adopted strategic plan and includes projects that address improvements needed to ensure the City's facilities are able to function successfully as full service libraries in the future.   The total request of $13.4 million for the 2005 to 2009 period includes $1.2 million in basic building needs, $1.6 million in Americans with Disabilities Act-related projects and $10.6 million for existing branch space and parking expansion requirements based on B&ECPL's ongoing strategic planning efforts (articulated in Expanding Horizons in 2000 and Breaking New Ground, adopted in July 2004). Further, it explains that when a library facility falls into disrepair and/or fails to meet code requirements, B&ECPL's ability to deliver services from that location might be compromised, with the degree of impact directly related to the severity of the facility's problems. (For example, should an unaddressed defect develop into a major structural or safety concern —including failure of heating or air conditioning systems— the Library may be compelled to curtail service until the problem is resolved.) Requests for the Cazenovia and Dudley branches cite the County Executive 's two-for-one offer and the Library Board's support for this concept.  The City's Citizens' Planning Council conducts its hearings in September.  

Fine Revenues Dip Slightly in July:  System-wide receipts totaled $114,114.98, a decrease of $368.14 (0.32%) from the $114,483.12 collected in July 2003.  Year-to-date collections, including adjustments, now total $782,820.23, an increase of $40,234.87 (5.42%) above the $742,585.36 received in the same 2003 period.   Overall 2004 results, while fluctuating, continue ahead of the 3.6% increase included in the 2004 budget.  CFO Ken Stone continues to monitor and report revenue results.

Staff Conducts Process Improvement Project (PIP) Briefings:  In July, Project Coordinator Doreen Woods presented three overview sessions for staff at the Central Library, Kenmore Library and Hamburg Library.  The presentations brought staff up to date on the analysis phase of PIP and introduced the format of reports that will be delivered in late fall/early winter.

Library Shipping Activity Continues to Increase:   Through July, a year-to-date total of 74,642 boxes of library materials/supplies were shipped among all B&ECPL locations, a 12% increase over the same period in 2003.  Priority return boxes containing requested materials have increased 22% from city branches and 23% from contracting libraries.

Uninterruptible Power Supply (UPS) Replacement to Be Installed:   The existing UPS equipment has reached the end of its useful life and lacks the capacity to support the new SIRSI library automation system that becomes operational later this year. All replacement components are on site and ready for installation.   Since installation requires powering down all network equipment, the work will take place on Sunday, September 5 th , when all libraries are closed. (Fall Sunday service begins the following week.) During installation, the Library's website, catalog and MultiSearch will be unavailable. Information regarding this temporary shutdown has been posted on the Library's website.  Once installed, this equipment, combined with the Central Library's emergency generator, will ensure that automation services, including circulation and Internet access, to all B&ECPL locations will remain in operation should the Central Library suffer a power outage.

Erie County Response Team Introduced to B&ECPL Homeland Security Information Center :   On July 27 th , the Director and librarian Suzanne Colligan presented the Library's Homeland Security Information Center (HSIC) to the Erie County Emergency Readiness and Response Team.  The Team, headed by Deputy County Executive Carl J. Calabrese , expressed interest in having the Library provide additional information sessions.  On a related note, Erie County Technical Sergeant Vince Delgado called to express his thanks to the Library for pointing to the Sheriff's “Public Security” page from the HSIC and indicated that a link from the Sheriff's website to the B&ECPL Homeland Security page will be added.

Filters Do Not Appear to Disrupt Public Computer Use: Public access personal computer use remains healthy at the B&ECPL, notwithstanding the arrival of filters on July 1 st . During the month of July, nearly 35,000 patron sessions — representing an increase of more than 20% —were recorded. Statistics generated from the filtering software indicate that only 13 children were denied access to sites deemed to be “adult content” or “sexually explicit,” and the most popular sites visited by patrons within the Library are those offering instant messaging capabilities, such as Yahoo and Google.

Support Services Management Changes:  Following the retirement of Assistant Deputy Director for Support Services Lucille DeFranks,  Ann Kling has been appointed Support Services Administrator.  The most pressing task at hand will be implementation of the SIRSI Unicorn automation system.  Librarian Dawn Peters has been promoted to Manager of Support Services, taking charge of the Acquisitions, Cataloging and Processing Departments. She also is involved in SIRSI implementation.

Erie County Shares Used Computers: Erie County's Division of Information and Support Services is in the process of replacing thousands of personal computers in the Rath Building with one common model of workstation and graciously has offered the Library a quantity of used Pentium-3 and Pentium-4 workstations. The Library Foundation is also the fortunate recipient of three replacement units, recently installed and configured by Dennis Lance of the B&ECPL Network Office.

Central Library Welcomes Visitors: On July 30 th , Suzanne Colligan (Humanities and Social Sciences) and Kara Stock (Business, Science and Technology) gave a tour of the Central Library to a group of teenage students from Algeria and China .   On July 8 th , Cynthia Van Ness (Grosvenor Room) introduced members of the Western Monroe County Genealogical Society to the wealth of resources in the Grosvenor Room.  Librarian Rob Alessi shared selected Rare Book Room treasures with guests Patrick Keleher of Amherst and Robert Pollack of Glasgow , Scotland .  Mr. Pollack remarked that, despite extensive world travels, it was only in Buffalo that he was finally able to see a copy of Shakespeare's First Folio.   Eight members of the “Guys Book Club” received a presentation on the treasures of the Rare Book Room through a referral by B&ECPL legal counsel Pat Martin .  Particular emphasis was placed on Copernicus' De Revolutionibus , as the club was reading Owen Gingrich's The Book Nobody Read.  Rare Book Room staff recently escorted Library Foundation Directors Catherine Schweitzer, David Buck, Robert Irwin and library friend Dennis Wisniewski on a tour of the World War I and II poster collection housed in the closed Stacks. An exhibition of selected posters is in development.

B&ECPL Engages in Community Outreach:  On July 8 th , the Lookie Bookie represented the B&ECPL at the Summer Meals Event held at Martin Luther King, Jr. Park.  The Buffalo Board of Education Food Service Department and “Food For All” sponsored the event, with more than 400 children and adults participating. 

Retired Bookmobile Attracts Attention:   Just in case you were wondering or have received calls inquiring, the bookmobile parked at the Lancaster Speedway, clearly visible from the New York State Thruway, is the older B&ECPL trailer recently sold at County auction.  Now privately owned, it no longer offers library services to the public, but it is turning the heads of many motorists who pass on Interstate 90.

Foundation Collection Featured at Workshop:   On August 24 th , Business, Science and Technology librarian Cynthia Hayes gave an orientation on the B&ECPL Foundation Collection to the Arts Council of Buffalo and Erie County . Using PowerPoint, Ms. Hayes' “Funding Resource Seminar” offered an overview of the information in the Foundation Collection, discussed the basics of fund raising from foundations, corporations, governments and nonprofits, outlined the steps involved in locating potential funders and identified specific library tools that could be used for those purposes. In addition to a few individuals seeking independent grants, the majority of the 45 attendees represented area arts and cultural organizations.

Retirement Draws Close to Longest B&ECPL Career : On August 30 th , staff said farewell to Senior Library Clerk Dorothy Childers after a career that spanned 55 years. She began her service as an employee of the Bookmobile Division of the old Erie County Library on September 27, 1949 . Nine years later, she transferred to the City Branch Division of the B&ECPL, eventually returning to the Mobiles Division in 1988, where she worked until her retirement. Among those who gathered to extend Dorothy best wishes was former B&ECPL Director Donald H. Cloudsley , whose career with the Library also began in 1949 and who retired in 1995 — after a “mere” 46 years of service.

Miscellaneous Meetings and Appearances : On July 23 rd , the Director joined local officials, current and former trustees and staff to celebrate the 10 th anniversary of the opening of the Hulbert Library of the Town of Concord . A flag dedication was followed by brief remarks, with refreshments and entertainment in the meeting room. On July 27 th , the Director met with Erie County Legislator Timothy Wroblewski , who chairs the Legislature's Community Enrichment Committee, to discuss various Library-related issues, including prospects for the 2005 budget and renewal of the Library Protection Act, which expires December 31 st . On July 30 th , the Chair and the Director joined Trustees Elaine Panty and Phyllis Horton , CFO Ken Stone and Extension Services Administrator Sharon Holley at the Riverside Branch for a reception honoring Library Manager Judy Rivard on the occasion of her retirement. Friends of the Riverside Library sponsored the event. On August 27 th , the Director joined Assembly Member Crystal Peoples , Buffalo Council Member Antoine Thompson , Buffalo Urban League President and CEO Brenda McDuffie and dozens of citizens at a rally to urge a Legislative override of the Governor's budget vetoes that threaten State Aid to libraries.

Agenda Item G – Report of the Foundation Director. Executive Director Anne Leary distributed a letter to trustees listing 2004-2005 Annual Campaign events. The Grosvenor Society is being reactivated. A kick-off reception will be held on October 5 th . Members will contribute $1,000 per year to belong to the Society. A Founding Member contribution will be $5,000. Ms. Leary thanked Trustee Wisbaum for sharing his expertise in fundraising with the Foundation. She asked trustees to forward contact names to her as she is building a database for future use.

On September 22 nd , a reception will be held to launch the Young Professionals Group (YPG). The YPG creates a forum for energetic young professionals who share a passion for books to become involved with the Library. This group is especially interested in sponsoring the “ Battle of the Books” program and assisting with other children's activities.

On October 13 th , the Foundation and the B&ECPL will co-host a coffee to reintroduce the Library Foundation to contracting libraries. Library directors will invite their trustees as well as key members of their Friends groups. Individuals will be able to donate to the Library Foundation to benefit a particular library branch.

Many Foundation Directors have become interested in the World War I posters that are part of the Library's collection. It was decided that hosting a special exhibit of the posters would be an excellent fundraising opportunity. Ms. Leary met with veterans groups who are also extremely interested in this project. She asked Board members to provide her with names of individuals who might like to be invited to this exhibit.

Ms. Leary also reported that work has begun on a 20,000-piece direct mail campaign. It will be distributed in mid-October. Donors may give at varying levels, or remember the Library in their wills. A brochure rack is being developed by B&ECPL staff to facilitate display of the brochures at each library branch.

Ms. Pordum said the Library Foundation has been very busy the past few months with reorganization tasks. She realizes everyone's time is valuable, but she encouraged all trustees to help Ms. Leary make the Foundation events a success. Working together will improve the Library, and increased awareness will help the entire System. Ms. Pordum believes the WWI posters are a phenomenal treasure.

Mr. Mahaney stated the Library looks forward to working with Ms. Leary on the upcoming projects and special events and said success will be mutually beneficial.

Agenda Item H – Public Comment. Joe DeMare, 1462 Elm Street , Alden, spoke in regard to the Cazenovia and Dudley libraries. Although not directly affected by the proposed consolidation, he feels libraries are fundamental access points for democracy in our society where people are able to obtain vital information about their government. When people have difficulty accessing information, democracy suffers. Board members are charged with a responsibility to provide access to information as much as they are responsible for preserving posters, books or other tangible assets.

John Klukowski, Sr., 189 Cazenovia Street , said neighborhood assets such as libraries are important. No one wants to see libraries close. South Buffalo has strong, stable neighborhoods. He is willing to help raise the funds needed to upgrade his library. He believes the results of the neighborhood meetings the Library held were skewed due to political involvement.

ElizaBeth Berry of the Save Our Libraries (SOL) group asked what premiums library donors would receive. She suggested gold cards or specially-named donor classes for top donors. SOL believes in saving and fixing the Cazenovia and Dudley libraries. She reported Councilman Griffin is attempting to obtain money to renovate these facilities. Ms. Berry questioned the B&ECPL policy in regard to the open meetings law.

Chair Pordum informed Ms. Berry that the Board has requested a legal opinion from the Library's attorney regarding committee and sub-committee meetings. The B&ECPL has every intention of following all local, state and federal laws pertaining to meetings. Citizens will be notified of any meetings the public is entitled to attend. The Library expects to have a response by October.

Agenda Item I – Unfinished Business. No unfinished business.

Agenda Item J – New Business.

Agenda Item J.1 – Central Library Renovation: Flooring. Deputy Director Stone told trustees that part of the Central Library renovation project includes new flooring. Because renovations will be done in multiple years and phases, it is necessary to select a standard flooring material that can be used throughout the building. The architects have recommended a Forbo linoleum product. The linoleum is environmentally friendly, very durable and attractive. Special designs can be accommodated. Staff made site visits to examine the product in use in public buildings. It is recommended that this product be selected as the standard for the Central Library and directs the B&ECPL to go out to bid for providers of this product for Phases I and II – the revamped main entrance and Popular Materials areas.

Ms. Juncewicz asked if the new flooring material would cover the terrazzo floor. Mr. Stone said because the floor plan is going to be very different than the original building layout, it would be very expensive to try to fill the gaps between the terrazzo flooring sections with new terrazzo. It would also be difficult to match the color. Some of the terrazzo has been damaged during the asbestos abatement process as well. It is not cost effective to use terrazzo. The new surface will be much quieter and easier to maintain. Mr. Buck moved for approval. Ms. Summer made a second. Approval was unanimous.

RESOLUTION 2004-38

WHEREAS, the first phase of the multi-year Central Library renovation project is well underway, with the Washington Street main entrance hallway and the space for the Library's gift shop and café now free of asbestos, and the process of transforming the Central Library into a modern and inviting public space has begun, and

WHEREAS, an important element that can contribute to the ambiance and visual appeal of renovated areas is flooring that is durable, cost-effective to maintain, able to incorporate artistic designs to highlight individual areas of the library and environmentally friendly in use of materials and manufacture, and

WHEREAS, project designers and library staff reviewed available options, including site visits of similar uses, and

WHEREAS, this process generated a recommendation that the Library select Forbo Linoleum products, such as Marmoleum, as the standard for use in the Central Library Renovation Project , and

WHEREAS, specific features of the product making it uniquely qualified for the Library's goals include:

•  Heterogeneous linoleum of primarily natural materials (linseed oil, wood flour, finely ground limestone and pine rosins on a natural jute backing);

•  Precision factory cuts utilizing designs provided by the Library;

•  Flooring components mixed and calendered using a two-layered process to ensure the smoothest surface possible, creating the optimal condition for easy maintenance and castor resistance; and

•  High static load limits of 450 pounds per square inch (sheet flooring), and

WHEREAS, this amenity is appropriate to be funded using the Library's private funds previously allocated for the renovation project in Resolutions 2002-69 ( 11/21/2002 ) and 2003-09 ( 2/20/2003 ), now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library, in order to ensure consistency in flooring look and feel throughout the project, declares the Forbo linoleum line the standard for non-carpet flooring in the Central Library renovation, and be it further

RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes the Director to solicit bids from authorized Forbo dealers to select a provider for the materials needed for phases one and two of the renovation project.

Agenda Item J.2 – IKON Contract Extension. Mr. Stone explained IKON is the firm that provides technical services to the Library in areas where it is not feasible to hire permanent staff. IKON has provided these services to the Library since 1995. This resolution authorizes the extension of the IKON contract for an additional six months. This will allow time for a Request for Proposal (RFP) to be issued to service providers followed by a thorough review of proposals. A new contract will be awarded by July 2005.

RESOLUTION 2004-39

WHEREAS, on July 14, 1995, Erie County, on behalf of the Library, entered into an agreement with O.A. Systems (now IKON Office Solutions) to provide computer systems maintenance and related support, and

WHEREAS, the contract's term ended this summer, and

WHEREAS, engaging in the extensive request proposal process needed to replace this contract during the spring would have created disruptions and diverted significant staff resources, placing achievement of several major library technology objectives and, hence, library operations and funding at risk, and

WHEREAS, the specific projects include: completing the Citrix system implementation; ensuring the Library's compliance with the July 1, 2004 deadline for technological protection (filtering) requirements of the Children's Internet Protection Act (CIPA) to ensure continued E-rate funding; and preparing for and implementing the major upgrade of the Library's automation system to the Sirsi Unicorn product scheduled for this year, and

WHEREAS, extending the existing IKON contract, under current terms and conditions, until June 30, 2005 is in the public interest and would allow for a thorough RFP process to be undertaken, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library recognizes the exceptional circumstances occurring this year and declares the need to extend this agreement until June 2005 an urgent need, and be it further

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Library Director to execute any paperwork required to do so and directs him to initiate a Request for Proposal process to seek a replacement contract to be effective by July 1, 2005 .

Mr. Buck had an appointment and left the meeting at 4:50 p.m.

Agenda Item J.3 – Café/Vending Award. Mr. Stone stated the B&ECPL went through a thorough RFP process with parties interested in providing food services at the Central Library. Two joint proposals were submitted by reputable firms. However, one proposal failed to meet the minimum for rent of the café, which was $500 per month or 10% of gross, whichever is greater. Taste tests were made at food service and vending operations now being managed by the food purveyors, and the proposal was thoroughly reviewed. Staff believes the joint proposal by Loose Ends Vending and Geno Principe The Mansion on Delaware Avenue will provide outstanding service to the Library, and recommends they be awarded the opportunity to enter into a contract. This resolution also tasks the Library Director to negotiate contracts with these providers. Ms. Panty made a motion, Ms. Summer seconded, and the resolution was approved unanimously.

RESOLUTION 2004-40

WHEREAS, a new café will be a prominent feature of the first phase of the multi-year renovation of the entire Central Library , and

WHEREAS, i n early July, a Request for Proposal (RFP) was issued to solicit a qualified private firm to operate a café of quality craftsmanship and design to enhance the library environment and raise revenue for the Library , and

WHEREAS, r epresentatives of six businesses requested the proposal and representatives of four businesses with existing local operations attended a pre-proposal conference, asking thoughtful questions and exhibiting enthusiasm for the project , and

WHEREAS, t hose four vendors formed two teams to submit two joint café/vending proposals , and

WHEREAS, u pon initial review, the Library's RFP evaluation committee ruled one of the proposals ineligible for further consideration as it failed to meet the Vendor Minimum Requirements, specifically the section that stated:

Vendors shall submit a proposed rent no less than 10% of gross monthly receipts or $500 a month, whichever is higher (See Section 4). After the operator is selected, the Library reserves the right, in its sole discretion, to accept a lower monthly rent for the initial 6 months of operation.

Vendors not meeting the minimum requirements will result in disqualification of their proposal and will not be considered further , and

WHEREAS, t he remaining joint proposal passed the Vendor Minimum Requirements and the committee followed the extensive review process listed in the RFP, including conducting site visits and taste tests as part of the evaluation , and

WHEREAS, upon completing its review, the committee unanimously agreed that the joint proposal submitted by Loose Ends Vending, Inc. in Partnership with Geno Principe The Mansion on Delaware Avenue be recommended to the Board of Trustees for selection to provide café and vending operations , now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library selects Loose Ends Vending, Inc. in Partnership with Geno Principe The Mansion on Delaware Avenue to provide café and vending operations in the Central Library, and be it further

RESOLVED, that the café operator is declared the preferred provider for food services at Library-sponsored events, and be it further

RESOLVED, that the Library and café operator will work together to explore innovative approaches to providing service, including but not limited to providing seasonal service on the Central Library's front entry ramp, and be it further

RESOLVED, that the Library Director be tasked to negotiate and execute the necessary contract(s) based upon this resolution, the terms listed in the RFP and the response submitted by Loose Ends Vending, Inc. in Partnership with Geno Principe The Mansion on Delaware Avenue .

There being no further business, on motion by Ms. Juncewicz and a second by Ms. Summer, the meeting was adjourned at 4:53 p.m.

Respectfully submitted,

Sharon A. Thomas
Secretary

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