MEETING MINUTES
MINUTES
REGULAR MEETING OF THE
BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
APRIL 27, 2006
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, April 27, 2006, in the Central Library pursuant to due notice to trustees. The following members were present:
Rebecca L. Pordum, Chair
W. Lawrence Buck, Vice Chair
Frank Gist, Secretary
Richard L. Berger, Treasurer
Sheldon M. Berlow
Jack Connors
Phyllis A. Horton
Annette A. Juncewicz
Susan Maggiore
Elaine M. Panty
Judith K. Summer
Sharon A. Thomas
Wayne D. Wisbaum
Excused: John B. Long, conflict
Hormoz Mansouri, conflict
Chair Rebecca L. Pordum called the meeting to order at 4:03 p.m. in the Joseph B. Rounds Conference Room.
Agenda Item B Agenda/Changes to the Agenda. There were no changes to the proposed agenda.
Agenda Item C Minutes of the Meeting of March 16, 2006 . Minutes were moved by Mr. Buck, seconded by Ms. Summer and approved unanimously.
Agenda Item D Report of the Chair. Ms. Pordum mentioned the Buffalo Public Schools art exhibit currently on display in the Central Library. She attended the opening reception with the Director on April 11 th . Superintendent James A. Williams was in attendance, along with other school officials, as were many members of the community.
The grand opening of the Frank E. Merriweather, Jr. Library took place on April 1 st . The Chair thanked Trustees Berlow, Gist, Horton, Panty and Thomas for attending. There has been a very enthusiastic community response to this facility, and it is a wonderful addition to our Library System. It took several years for this plan to come to fruition, but it has been well worthwhile. Ms. Pordum thanked the Library Foundation for sponsoring the reception and The Margaret L. Wendt Foundation for its generous support of this project.
Mr. Gist extended thanks on behalf of the Merriweather family to the Library Board for the gracious honor of naming the new library after Frank E. Merriweather, Jr.
Ms. Pordum informed trustees that David Buck, a director on the Library Foundation Board, is a principal at Crowley Webb. His firm has provided a great deal of in-kind services support for the Library. For The Map That Changed the World exhibition, his firm recently received four silver Addy Awards. The awards were for the invitation, color print ad, ad campaign and exhibition materials. David Buck is a generous friend to the Library, and the Chair wanted to acknowledge his support publicly.
Trustee Juncewicz arrived at approximately 4:09 p.m.
On April 28 th , Library representatives are scheduled to meet with the Western New York delegation. The Advocacy Committee, chaired by Susan Maggiore, contacted representatives regarding the State budget. The B&ECPL fared well in the New York State budget compared with previous years, but it is imperative to continue to meet with elected representatives to reinforce the serious budgetary problems libraries face across the State, even more so in Erie County due to the fiscal crisis. The meeting is scheduled for 10 o'clock tomorrow. All trustees are welcome to attend.
On Monday, May 1 st , the Chair and Director will meet with Erie County Legislature Chair Lynn Marinelli and Legislator Michele Iannello, who chairs the Community Enrichment Committee. The Library Protection Act will be discussed.
Ms. Pordum displayed a copy of USA Today, dated April 17 th , which featured a story about struggling inner-city libraries in Patterson , New Jersey . Director Mahaney was quoted in the article in regard to B&ECPL library closings. She feels it is unfortunate that negative publicity is being disseminated nationally about Buffalo libraries, and she plans to take this newspaper to the meeting with the WNY delegation to bolster the Library's plea for additional funding. Mr. Mahaney reported he had received a call from a Detroit radio station in regard to this story and was featured on a Detroit radio morning drive-time show. He offered information about the new Merriweather Library and Verizon Yellow Pages Be a Super Thinker program to put a positive light on the B&ECPL System.
The Chair asked that several committees schedule meetings in the near future. This includes the Buffalo Library Services Committee chaired by Ms. Thomas, Planning chaired by Ms. Pordum, Policy chaired by Ms. Summer, Development chaired by Mr. Wisbaum and Budget & Finance chaired by Mr. Berger.
Agenda Item E Committee Reports.
Agenda Item E.1 Executive Committee. Mr. Buck reported this Committee convened at 4 p.m. on April 11 th . All members were present with the exception of the Chair and Director, who were attending the opening of a Buffalo Public Schools student art exhibit elsewhere in the building. Mr. Buck chaired the meeting. At approximately 4:30 p.m. , the Chair and Director joined the meeting in progress. Agenda items for the April 27 th meeting were presented, and the Executive Committee confirmed each item.
Agenda Item E.2 Budget and Finance Committee. Mr. Berger stated there were no action items to present this month, but there are updates relating to unemployment insurance costs and workers' compensation charges. He called on Deputy Director Kenneth Stone to explain the monthly financial reports for February and March.
Agenda Item E.2.a Monthly Financial Reports. Mr. Stone explained charges to contracting libraries. He stated unemployment insurance charges will taper off over the next several months. While workers' compensation costs are still relatively low, he expects this line item will exceed budget by year's end. However, unemployment costs should be under budget. He reported the Gates Library Foundation grant check was received and deposited. The Foundation stipulates that interest earnings from the proceeds be applied to Gates' grant initiatives, which focus on urban libraries.
In regard to large grants from Foundations, Ms. Panty stated that smaller donations from individuals are gratefully received as well. For example, the Riverside Library received $300 in memorial donations in the past month. These donations are usually applied towards library materials purchases.
Trustee Wisbaum arrived at approximately 4:20 p.m.
On the topic of donations, Ms. Pordum remarked that former Mayor Anthony Masiello, who had pledged a $1,000 donation to the Merriweather Library at the ribbon-cutting he hosted earlier this year, sent in his donation recently.
Agenda Item F Report of the Director. Director Michael Mahaney said the scheduled meeting with State delegation members will provide a welcome opportunity to thank elected officials for this year's increase in State Aid. However, because some of the increases appear to be one-time only allocations, they need to be advised that System and Construction Aid increases must be retained beyond one year.
The Director reported on the planning process, which is gearing up to produce a System-wide strategic plan. The administrative staff has begun to do some ground work on this process. A number of problems being encountered at the B&ECPL are also occurring around the country. He encouraged every Board member to become involved in the planning process. There are issues the Policy Committee must consider, and the Buffalo Library Services Committee needs to schedule a meeting, because all these issues will work together to create the best visionary plan for this Library System.
Mr. Mahaney reported the Development Committee met recently, and he asked the Chair of that Committee, Mr. Wisbaum, if he would like to comment. Mr. Wisbaum reported a determination was made on some budgetary and staffing items. There was discussion about further collaboration with the Library Foundation as well as goals that have been achieved, including the Mark Twain event held recently at the Library. He was happy to see many trustees there. Projects with the Library Foundation will be collaborative and coordinated with set priorities. It was decided the best format for exchanging information would be Ms. Pordum speaking directly with Foundation President Victor Rice. If necessary, the two Executive Committees can meet. It will be important to have cohesion and cooperation as opposed to exploring different paths. Mr. Wisbaum invited Ms. Collins to comment.
Ms. Collins expressed her appreciation to the Development Committee. The feedback she received was very useful. She is currently working on preparing an improved budget, and she will share that with the Development Committee at its next meeting. She thanked everyone who supported the Mark Twain event in many different ways. Over $10,000 was raised, which will go towards library materials for children.
On behalf of the Board, Ms. Pordum thanked Ms. Collins for hosting the fundraising event on April 7 th . She said a profit of $10,000 is a terrific start to B&ECPL fundraising efforts. In addition, $2,000 was raised from the Kaufmann's Spring Fling event.
Ms. Summer inquired about The Big Read program on May 13 th . Ms. Collins said the University of Buffalo Humanities Institute is handling the publicity for the event. She recited a schedule of events planned for the day that includes a panel discussion, a Buffalo authors coffeehouse, a Big Read contest with prizes, etc. RiverRun, Inc. has donated $250 to the Library for hosting this event.
Mr. Connors asked whether the seed money that was approved for the Mark Twain event at the February meeting was reimbursed. Mr. Stone replied that it did not become necessary for the Library to make an advance of funds because sufficient dollars were obtained from sponsors to cover direct costs. Consequently, proceeds from the ticket sales will be fully directed to library support. A small expense in part-time staffing was needed, but that cost can be covered within the budget.
Ms. Pordum inquired about the upcoming Chocolate Passion II event scheduled for May 9 th . Ms. Collins has tickets. Factory tours are scheduled at three different times. Mr. Johnson of Choco-Logo has become a great partner with the Library. All proceeds from this event will benefit the Library.
The following was submitted by the Director and transmitted to Board members prior to the meeting.
Community Welcomes Merriweather Library with Passion and with Pride: On April 1 st , more than 400 community members, public officials, library staff, trustees and friends celebrated the opening of the spectacular, new 20,000 square-foot library located on the City of Buffalo 's East Side . Using the African Village as inspiration for the building's design, the Frank E. Merriweather, Jr. Library at 1324 Jefferson Avenue replaces the nearly 80-year-old North Jefferson Branch. Despite forecasts of inclement weather, the sun broke through the clouds at precisely 10 a.m. as a community parade, led by Jomo Akono and drummers, marched from the old North Jefferson Branch to the entrance of the new library. There, Bilala Ka Ra and Amen Ra Ptah conducted a libation ceremony as thanks to family, community and ancestors who have made a way for others. Once inside the building, the African American Cultural Center Dancers and Drummers performed Funga, a West African welcome dance. Serving as hosts, B&ECPL Chair Rebecca L. Pordum , Extension Services Administrator Sharon Holley and the Director moved the program along with welcomes, introductions and acknowledgments. An invocation and prayers of dedication were given by Reverend Richard Stenhouse of Bethel A.M.E. Church , Minister Halim Muhammad of Muhammad's Mosque #23 and Zaid Bilal of Masjid Nu-Man. Numerous public officials and special guests delivered remarks, including Masten District Council Member Antoine M. Thompson , Timothy Wannemaker representing Buffalo Mayor Byron Brown , Karla Thomas representing New York State Assemblymember Crystal D. Peoples , New York State Senator Marc Coppola , Warren Galloway representing Erie County Executive Joel A. Giambra , Erie County Legislators Lynn M. Marinelli, George A. Holt and Michele Iannello . Other speakers included retired B&ECPL Assistant Deputy Director William A. Miles , architect Robert Traynham Coles , Margaret L. Wendt Foundation Trustee Janet L. Day , Frank E. Merriweather, III and Judge Barbara M. Sims representing the Merriweather Family and L. Nathan Hare of the CAO of Erie County representing the community and library friends. Other B&ECPL Trustees on hand to share the celebration were Sheldon Berlow, Frank Gist, Phyllis Horton, Elaine Panty and Sharon Thomas . Poetry selections by Karla Thomas and Carol Saulter rounded out the program. Following the ribbon cutting, the Library Foundation of Buffalo and Erie County, Inc., Friends of the Merriweather Library and Adrienne's Ultimate Catering Company provided refreshments. An afternoon program featured the young violin masters of Muhammad's School of Music . Thirty young people in formal dress showcased their musical talents under the direction of Henri Muhammad , entertaining an appreciative audience of 75. Among many amenities, the Merriweather Library features a 150-seat auditorium, an African American Resource Room, adult and youth reading rooms, a state-of-the-art computer training lab, 35 parking spaces and an African motif in the block façade.
The Library extends a special thank-you to The Margaret L. Wendt Foundation for its generous support of this project. In 2002, The Margaret L. Wendt Foundation awarded a $250,000 grant to the Library Foundation of Buffalo and Erie County to provide furnishings and equipment for the African American Resource Room and computer training lab. Grant monies also funded the purchase of original artwork from Nelson Mandela's Favorite African Folk Tales , a collection of 32 illustrated tales, introduced and selected by Mandela. The artwork, all created by contemporary African artists, is on exhibit in the new library. The Library also acknowledges grants from the Bill & Melinda Gates Foundation for computer hardware and software through the Gates Public Access Computer Hardware Upgrade program, as well as other donations from the Afro-American Police Association, the Black Firefighters' Association known as Members of Color Helping All (M.O.C.H.A), Professor John Ellison of UB's School of Informatics and Deborah Williams for some of the beautiful African artwork that graces and will grace this library for years to come, Tradition Keepers: Black Story Tellers of WNY, Enid Wright and Our Market for furnishing the children's program room, the Afro-American Historical Association of the Niagara Frontier for continued support of the African American Resource Room, the continuing contributions of the Friends of the Frank E. Merriweather, Jr. Library and, of course, the invaluable contributions of so many staff in every part of the Library, without whom this project might never have been completed.
New York State Library Aid Increase Approved: Despite other vetoes, Governor George Pataki did not veto the $20 million increase in Library Aid added to the 2006-07 New York State Budget the largest increase in State Aid to Libraries in history! Advocacy efforts, led by the New York Library Association (NYLA) with the help of trustees, volunteers and staff throughout the B&ECPL and across New York State , played a key role in this outcome. The increase provides:
$2.7 Million to Adjust Aid for 2000 Census Population
The amount allows communities whose population increased in the 2000 census to receive an increase in aid without reducing aid to those libraries whose city/ town/village population decreased. Without this increase and its hold harmless provision, B&ECPL would have lost approximately $50,000 per year. Under this proposal, B&ECPL does not lose funding and Local Library Services Aid (LLSA) and Local Services Support Aid (LSSA) would collectively increase almost $16,000.
$3 Million for System State Aid
The increase for library systems statewide provides each type of library system, public, school and academic, with a minimum increase of $15,000 plus 4% of their aid using the 2000 Census. This increases aid to B&ECPL more than $80,000 per year.
$14 Million for Library Construction Aid
Prior to this change, Construction Aid was only $800,000 for the entire state! B&ECPL's present share, $39,755, increases to $664,000, which will provide a major boost to many libraries in need of updating and expansion, particularly in light of the reduced number of libraries now serving Erie County 's residents. New York ranks 11th in the country for on-going state funding for library construction, behind states like Florida, Georgia, Illinois, Pennsylvania and Massachusetts. With 34% of public libraries still not accessible to people with disabilities and more than half of New York 's libraries at least 60 years old, this investment is overdue. State construction grants must be matched dollar for dollar.
Be a Super Thinker: The new Frank E. Merriweather, Jr. Library hosted the kick-off reception and demonstration of t he Be a Super Thinker program series, made possible by a $35,000 grant from Verizon Yellow Pages (VYP). Since 2002, VYP has contributed a total of $140,000 to B&ECPL for literacy and technology related programs for students. Lance Chrisman and Debbie Johnson from VYP corporate headquarters in Dallas attended the kick-off, as well as Buffalo General Sales Manager Kelly Miller , Community Relations Director Kathryn Foegen and several other VYP staff. B&ECPL Trustees Sheldon Berlow, Phyllis Horton, Elaine Panty, Judy Summer and various staff were on hand to greet guests and dignitaries. New York State Senator Marc Coppola and Erie County Legislator Demone Smith encouraged the assembled students to take advantage of the computer training and the other resources available at the new library. Following brief remarks in the auditorium, librarian Kerra Alessi (Children's Department), who developed the Super Thinker training curriculum with Children's Department Manager Beverly Federspiel , conducted a 20-minute introduction for fifth-grade students from Futures Academy . Sessions will be held at both Merriweather and the Central Library one Saturday per month during the school year, teaching students computer skills and how to write a book review using library resources as well as the VYP Enlighten Me website. Three-day mini-camps are planned for both locations during July and August. Children throughout the Library System may participate remotely or at any library and submit their book reviews through B&ECPL's website, www.buffalolib.org . All participants are eligible for a monthly prize.
Library Continues to Monitor Shifting Patron Traffic: At the close of the first quarter of 2006, B&ECPL patrons have begun to redefine their borrowing and visiting habits, and some patterns are emerging. Despite the closing of 15 of 52 libraries by the end of 2005, reduced hours among 37 remaining locations and a lean book budget, System-wide circulation for the first 3 months of 2006 shows a comparatively modest decline of 10.8% over the same three-month period in 2005, when all 52 libraries were in operation. However, when the performance of today's 37 libraries is compared with last year's performance of the same 37 locations, System circulation actually rose by 0.5%. Despite reduced hours of service in the Business, Science and Technology Department, Children's Department and Grosvenor Room, the Central Library's circulation increased over the same period by 4.0%. After losing 7 of 15 locations, Buffalo branches posted a circulation loss of 43%, although that decline is 9.5% when the 8 branches open today are compared with the same 8 branches that were open last year. A deficient materials budget and reduced hours at most locations can account for much of that loss. Circulation among contracting libraries declined 8.7% overall, but increased 1.7% if the 28 locations open today are compared with those same 28 that were open last year. In March, System-wide fine receipts for 37 libraries totaled $111,313.63, compared with a March 2005 total of $104,232.54 collected by 52 libraries an increase of $7,081.09 or 6.79% . Year-to-date receipts totaled $304,867.46, up $12,811.60 or 4.39% over the same period in 2005. The 2006 adopted budget anticipated a 4.44% decrease in collections over 2005. If the comparison is confined to those 37 libraries that remain open today, March's $111,313.63 receipts are even more positive, up $17,868.34 or 19.12% from the $93,445.29 collected by the same 37 libraries in 2005. The year-to-date comparison for these 37 libraries is similarly positive with the $304,867.46 receipts up $44,327.08 and 17.01% over the same period in 2005. The Central Library collected $25,179.44 in the month, continuing to show a significant increase, up $6,676.44 or 36.08% over 2005, despite reduced hours of service in various departments. The 8 open Buffalo branches collected $10,234.58, an increase of $443.37 or 4.53% over the amount the same 8 branches collected in March 2005. The 28 open contracting libraries collected $75,899.61, an increase of $10,748.53 and 16.50% over the amount those same libraries collected in March 2005.
2006 Agreements with Contracting Libraries in Development: As a result of Erie County 's fiscal crisis, a major restructuring of the Library System was required to address reduced County support for operations and library materials. The Library's 2006 appropriation of $21.7 million is $7 million less than the $28.7 million ($24.2 million in Library Property Tax and $4.5 million in County Capital funding for library materials) provided in 2004. To provide sufficient time to address this change, the 2005 agreements with contracting libraries were extended to June 30, 2006 . System-wide restructuring required changes in contract language to reflect various impacts. For example, in cases where contracting libraries' fundraising efforts provide sufficient revenue to allow libraries to remain open more hours per week than provided in the budget, a provision to include the additional service in contracting library budgets as well as to reimburse the System for the additional utility, employee benefit and related expenses paid by the System must be incorporated into the contract. Draft 2006 agreements addressing these items have been distributed to contracting libraries for review and comment. The intent is to incorporate feedback, reallocations within the current budget as well as estimates of committed local and other income and the additional expenses they would support into the 2006 contract for B&ECPL Board consideration at the May 18, 2006 meeting. Subsequently, a final contract package will be distributed for contract library board final review/approvals with a return deadline of June 16, 2006 to ensure sufficient time to process the July 1, 2006 quarterly payments (as applicable).
Fisher-Price Collaboration Reaps Rewards: Toy maker Fisher-Price is developing a new product, and Beverly Federspiel (Children's Department) has been working with a company representative to select appropriate book titles related to that new product. In appreciation, Fisher-Price has donated $500 to the Library for children's services. The money will be used to create new programming kits for the System to support this year's New York State Summer Reading Program theme, Books: a Treasure .
Author Visits Central Library: On March 18 th at the Ring of Knowledge, award-winning journalist and author Joseph Ritz discussed and read passages from his latest book, I Never Looked for My Mother and Other Regrets of a Journalist. Over his 30-year career, Mr. Ritz worked at both the Courier-Express and The Buffalo News . A book sale and signing immediately followed the presentation.
Happy Birthday, Dr. Seuss: On March 2 nd , the Central Library Children's Room celebrated the 102 nd birthday of author Theodore Geisel , better known to the world as Dr. Seuss . Perhaps the 20 th century's most famous author for children, Dr. Seuss wrote and illustrated nearly 50 books of quirky children's verse during his lifetime. His books were famous for their funny rhymes and whimsical characters. Despite a late winter snowstorm, 40 children and 18 adults attended the Thursday evening event. Coco the Clown entertained with balloon animals and face painting. Crafts, games and treats were part of the celebration.
History Channel Borrows Image from B&ECPL: A cover image from the B&ECPL sheet music collection's Put Me Off at Buffalo is part of the documentary, 10 Days that Unexpectedly Changed America , about the assassination of President William McKinley . The program aired on the History Channel, Sunday, April 9 th .
Tours Resume at the Central Library: Recently, librarians Suzanne Colligan and Cynthia Van Ness (both of the Humanities and Social Sciences Department) conducted a tour of the Central Library for 28 adults from the International Institute of Buffalo. Consisting of new immigrants from various countries, including Sri Lanka , Yemen , Puerto Rico , Laos , Vietnam , Turkey and Uzbekistan . Staff enjoyed introducing the receptive group to the Library. Librarians Amy Pickard and Rob Alessi (both of the Grosvenor Room) introduced the Rare Book Room and the Mark Twain Room to members of a local book discussion group that had read The New York Times best-selling novel The Rule of Four by Ian Caldwell and Dustin Thomason . Members were thrilled to get a glimpse of that novel's inspiration and source material, the 500-year-old Hypnerotomachia Poliphili , one of the unsung treasures of the B&ECPL rare books collection. In gratitude for the enjoyable experience, the group made a donation for a future Rare Book Room purchase. Last but not least, librarian Tim Galvin (Business, Science and Technology Department) conducted a tour for students and teachers from the Emerson School of Hospitality.
Popular Material Department Shelving Complete: Although the grand opening of the remodeled Popular Materials Department took place months ago, two shelving areas in the collection had not been completed to the Library's satisfaction. After an on-site meeting with representatives of Library Interiors, Inc. and Library Bureau Steel, proposals were made to retrofit the shelving installation. As a result, the music CD and magazine collections are now housed in attractive and functional shelving units that enhance the display and retrieval of these popular items. System Public Services Administrator Carol Batt and librarian Glenn Luba have been coordinating this project.
2004 Summer Reading Effort Continues to Draw Positive Attention: In 2004, B&ECPL was responsible for coordinating the New York State Summer Reading Program. Recently, Anne Simon from the State Library's Division of Library Development (DLD) advised B&ECPL staff that the most often visited DLD web page is the one that features artwork used for that 2004 statewide campaign, New York Is Read, White and Blue. DLD statistics confirm that it was the fifth most viewed page for the entire State Library. Kudos go to B&ECPL's graphic artist Dawn Stanton who created and executed the clip art designs. Visitors consistently praise Ms. Stanton's work as the best they have seen in many years of summer programs. Traditionally, library systems across New York have taken turns at crafting the annual summer reading campaign. City of Tonawanda Public Library Director Chris Moesch represented B&ECPL in coordinating this very successful 2004 campaign.
Miscellaneous Meetings and Appearances: On March 21 st , librarian Dan Caufield (Business, Science and Technology Department) collaborated with the Service Corps of Retired Executives (SCORE) to present a small business workshop. Between March 22 nd and 24 th , librarians Beverly Federspiel (Children's Room), Maureen McLaughlin (Catalog Department) and Meg Cheman (Popular Materials Department) attended the 11 th biennial conference of the Public Library Association (PLA) in Boston , Massachusetts . Ms. Cheman also participated in a PLA pre-conference on cultural programming. Ms. Federspiel represented B&ECPL at the New York State Library Association Youth Services Section spring conference in Corning , New York , from March 31 st through April 1 st . On March 30 th , the Director visited UB's School of Informatics to address students and faculty on Challenges Facing Public Libraries Today. On April 11 th , Chair Rebecca Pordum and the Director welcomed Superintendent of Buffalo Public Schools Dr. James A. Williams and a large gathering of students, teachers, families and friends to Celebrating Art! an annual exhibition of work by local students. The exhibit is available for viewing during regular library hours through May 9 th . The April 17 th edition of USA Today featured an article by Rick Hampton entitled, Library Fights Hard to Begin New Chapter. The article quotes the Director and refers to the plights of B&ECPL and other American libraries under challenging circumstances. This article prompted a telephone interview the following day on the live broadcast of Inside Detroit , a morning news program on Detroit 's WCHB-AM, hosted by Mildred Gaddis .
B&ECPL Begins New Planning Cycle: The current B&ECPL Strategic Plan, Breaking New Ground , expires in December, as does the Library's State-mandated 5-year plan of service. By October 6, 2006 , the Library must develop and adopt a new service plan and deliver it to the Division of Library Development in Albany . A complementary Technology Plan is due shortly thereafter and can be developed concurrently. Some preliminary work has begun on this important planning process through the annual Trustee Workshop, a subsequent administrative retreat and three organizational renewal sessions for staff conducted by Career Partners. As the Library System considers its goals and roles for the planning cycle, 2007 through 2011, all trustees and staff should review the following documents.
The 2004-2006 B&ECPL Strategic Plan, Breaking New Ground:
http://www.buffalolib.org/aboutthelibrary/strategicplan/index.asp
The 5-year plan of service that conforms to the requirements of the State Library's Division of Library Development:
http://www.buffalolib.org/aboutthelibrary/fiveyearplan/index.asp
Also of interest and value is the 4-year plan adopted by the B&ECPL Board of Trustees last summer (2005) as required by Erie County and the Erie County Fiscal Stability Authority, which can be reviewed at:
http://www.buffalolib.org/aboutthelibrary/governance1.asp?sec=12
The B&ECPL Board's Planning Committee will meet soon to begin mapping the Library's course as we enter this new planning cycle.
Agenda Item H Public Comment. Valerie Niederhoffer of Buffalo feels funds being spent on the war in Iraq would be better spent on providing community services, such as libraries, here at home. She would like the Niagara Branch to be open more hours, and she asked why city branches are only open until 8 p.m.
ElizaBeth Berry representing Save Our Libraries, etc., is concerned about the lack of service hours at city branch libraries. She would like library personnel to review open hours during the planning process and is concerned that usage patterns are not being accurately reflected in System-wide statistics. She would like to see some mobile units retained until future service plans are more fully developed.
Agenda Item I Unfinished Business.
Agenda Item J New Business.
Agenda Item J.1 Managerial Confidential Benefits. Mr. Mahaney explained this resolution would allow the Library System to reduce expenses and demonstrate to union personnel at the Library that the administration is prepared to make some adjustments and bear some sacrifices to help control costs and avoid further layoffs and closings. Last year, the Erie County Legislature adopted a resolution that reduced managerial confidential benefits. At that time, administrative staff began to evaluate the County's initiatives. It has now been established that most of the measures the County took were reasonable and appropriate, and it is important for the Library to adopt measures equivalent or consistent with the County. Ms. Panty moved for approval and was seconded by Mr. Buck.
The Director assured Ms. Pordum that affected staff members had been advised of pending changes. The effective dates give staff sufficient notice in the event adjustments become necessary. Ms. Pordum asked Mr. Mahaney to inform Board members which members of the staff will be affected by this change. Mr. Mahaney replied that this measure impacts Deputy and Assistant Deputy Director positions; namely, Kenneth Stone, Shirley Whelan, Mary Jean Jakubowski and Ami Patrick . Ms. Pordum thanked the Director for voluntarily bringing the benefit reduction proposal forward. The Chair said this additional cutback, along with several other cuts taken at the System level, shows that the Library continues to pursue ways to save money. The Chair called for a vote on Ms. Panty's motion, and the resolution was approved unanimously.
RESOLUTION 2006-16
WHEREAS, on October 12, 2005, the Erie County Legislature adopted a resolution to change the way government provides benefits to employees and demonstrate to unionized employees and the community [its] willingness to share in the mutual sacrifice that will be necessary to minimize future layoffs and larger tax increases, and
WHEREAS, B&ECPL's administrative staff has reviewed Erie County's package of benefits reductions for Managerial Confidential employees and found the majority of those recommendations to be reasonable and appropriate, and
WHEREAS, B&ECPL's administrative staff has identified further reductions or alternatives that can decrease operating costs and increase productivity, and
WHEREAS, to demonstrate B&ECPL leadership's role in controlling expenses by adjusting or reducing management compensation, now, therefore be it
RESOLVED, effective January 1, 2007, full-time and regular part-time B&ECPL Managerial Confidential employees (job grade 10 and higher) shall have a single health care provider and a choice among three (3) product levels (Enhanced Plan, Core Plan and Value Plan) and shall contribute 15% toward the cost of their health insurance, and be it further
RESOLVED, effective January 1, 2007 , full-time and regular part-time B&ECPL Managerial Confidential employees (job grade 10 and higher) who retire on or after January 1, 2007 shall contribute 15% toward the cost of the monthly premium for their health insurance, and be it further
RESOLVED, effective January 1, 2007, full-time and regular part-time B&ECPL Managerial Confidential employees (job grade 10 and higher) shall receive a paid holiday on the following days: New Year's Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Veterans' Day, Thanksgiving and Christmas, and be it further
RESOLVED, effective January 1, 2007, full-time and regular part-time B&ECPL Managerial Confidential employees (job grade 10 and higher) shall receive four (4) floating holidays: Presidents' Day, Good Friday, Election Day and Columbus Day, which a Managerial Confidential Employee may elect to take on the day the holiday is observed by non-managerial confidential employees OR may choose to work on the holiday and subsequently float that holiday to a day more beneficial to Library operations, and be it further
RESOLVED, all floating holidays must be taken within the calendar year, in eight (8) hour increments for full-time Managerial Confidential staff (job grade 10 and higher) and four (4) hour increments for regular part-time Managerial Confidential staff, all to be paid as straight time, and be it further
RESOLVED, effective July 1, 2006, full-time and regular part-time B&ECPL Managerial Confidential employees (job grade 10 and higher) hired on or after July, 1, 2006 (i.e., those who are not B&ECPL staff in a non-managerial confidential status prior to July 1, 2006) who subsequently retire will be required to contribute 50% toward the cost of retiree health insurance upon their retirement, and be it further
RESOLVED, effective July 1, 2006, full-time and regular part-time B&ECPL Managerial Confidential employees (job grade 10 and higher) shall receive a one-half hour paid lunch, and
RESOLVED, effective July 1, 2006 , full-time and regular part-time B&ECPL Managerial Confidential employees (job grade 10 and higher) shall cease to receive a cash payment for waiving medical/dental insurance where said waiver results from multiple Library/County employments within the same family, and be it finally
RESOLVED, full-time and regular part-time B&ECPL Managerial Confidential staff (job grade 10 and higher) shall continue to receive no Summer Compensatory Time benefits.
Agenda Item J.2 Mobile Libraries Surplus. The Director reminded trustees the Library's mobile units have been off the road since the beginning of 2005 due to budgetary constraints. In the course of staffing cutbacks, employees with commercial driver's licenses necessary to drive some mobile units were eliminated. Mr. Mahaney said it is a sad day in terms of mobile service, but the reality is that every day we delay a decision on the bookmobiles, they depreciate further. The 2001 unit has some value; the 1992 model has negligible worth. If the Library should decide to put a mobile unit on the road again to operate an outreach service, it would probably obtain a different type of vehicle. Smaller RV-sized units are becoming the norm across the country because they are easier to maneuver through city streets. Library administration believes it is in the best interests of the Library to surplus the mobile units. In addition, the Erie County Fiscal Stability Authority's consultants have recommended that the units be surplused as they are no longer providing direct service. Ms. Horton moved for approval. Ms. Panty made a second. Mr. Stone interjected that this resolution allows the Library to retain the RAM Van and Lookie Bookie outreach vehicles should the Library determine there is a useful purpose for those vehicles in the future. The vehicles are smaller and more maneuverable. Mr. Mahaney said the RAM and Lookie vehicles have very little resale value as they are both more than ten years old. The Chair called for a vote. Approval was unanimous.
RESOLUTION 2006-17
WHEREAS, responding to Erie County's 2005 fiscal crisis, New York State created the Erie County Fiscal Stability Authority (ECFSA) to oversee the finances of Erie County and covered organizations, including the Library, and
WHEREAS, the Library and its patrons have suffered through 2005 budget reductions resulting from the Property Tax for Library Purposes being reduced more than $2.5 million and the lack of new library materials (books, magazines, books on tape/CD, CDs, DVDs, electronic databases, etc.) resulting from the County's failure to issue bonds to support the 2005 adopted Erie County Capital Budget's $5 million allocation for said library materials, and
WHEREAS, these funding reductions resulted in the curtailment of all vehicular- based library service in 2005, and
WHEREAS, working with the ECFSA, Erie County generated a four-year financial plan that includes a list of potential options to help address the multi-million dollar structural gap between projected revenue and expense, and
WHEREAS, the list includes a recommendation to sell the mobile library tractor trailer(s), and
WHEREAS, the Library possesses four library service vehicles: a 2001 model tractor trailer unit, a 1992 model tractor trailer unit, a 1992 vintage Ram Van outreach vehicle and a 1991 vintage Lookie Bookie outreach vehicle, and
WHEREAS, given the 2006 budget continues this reduced funding level with projections for stagnant County support over the remainder of the current four-year plan, it is unlikely that full scale vehicular library service would be restored, and
WHEREAS, the use of large tractor trailer units to provide these services is becoming even less feasible given energy price trends and the need for increased flexibility/maneuverability needed to operate in urban environments and
WHEREAS, in the event that funding may become available in the future, B&ECPL can preserve its ability to pilot test alternative mobile vehicle use at minimal cost by retaining the Lookie Bookie and Ram Van vehicles, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library declares the 2001 and 1992 tractor trailer units as surplus, and be it further
RESOLVED, that the Board of Trustees authorizes the Library Director or his designee to work towards the disposition of these surplus assets pursuant to the provisions of New York State law.
Ms. Pordum asked that members of the Board who are planning to attend the meeting with the Western New York delegation see her following the Board meeting to receive additional information. She suggested Chairs of various committees get together with committee members after adjournment to schedule their meetings.
Agenda Item G Report of the Foundation Director (taken out of order). Mr. Berlow inquired why Agenda Item G was not mentioned during the meeting. Ms. Pordum acknowledged she should have called this agenda item. However, Library Foundation Executive Director Anne Leary was not in attendance, so she passed over it. The Chair directed the Minutes reflect Ms. Leary's absence. Mr. Berlow inquired whether Board members could expect to receive written information regarding the Library Foundation. Ms. Pordum informed Mr. Berlow that the Library Foundation Board of Directors met on April 25 th , and she attended that meeting. The next step will be a meeting involving some members of both Boards to learn what the Library Foundation's plans are. Ms. Pordum said she made it clear at Tuesday's meeting that it is necessary for her to share information with the nine B&ECPL Board members who do not sit on the Foundation Board. All trustees need to be informed of what has transpired in recent discussions. She anticipates the joint meeting with members of both Boards will take place within a few weeks.
There being no further business, on motion by Mr. Buck and a second by Ms. Horton, the meeting was adjourned at 4:50 p.m.
Respectfully submitted,
Frank Gist
Secretary