MEETING MINUTES
MINUTES
REGULAR MEETING OF THE
BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
MAY 18, 2006
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, May 18, 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
Hormoz Mansouri
Elaine M. Panty
Judith K. Summer
Wayne D. Wisbaum
Excused: Annette A. Juncewicz, ill
John B. Long, ill
Susan Maggiore, out of town
Sharon A. Thomas
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 April 27, 2006 . On motion by Ms. Horton and a second by Ms. Panty, the Minutes were approved as mailed.
Agenda Item D Report of the Chair. Ms. Pordum updated trustees on two items she mentioned at the April Board meeting. The Chair, Director and other trustees met with members of the Western New York delegation of the New York State Legislature on April 28 th . Thanks were expressed for the recent State Aid increase, and the necessity of having that aid continue in future years was stressed. Individual projects, e.g., in the Town of Tonawanda and South Buffalo , were discussed. As a follow-up, Assembly member Jack Quinn visited the Central Library on May 4 th to learn more about Library concerns and tour the building.
On May 1 st , the Director and Chair met with Legislative Chair Lynn Marinelli and County Legislator Michele Iannello to discuss the Library Protection Act (LPA) and other issues. The B&ECPL hopes to see the Law become permanent. Mr. Wisbaum suggested that trustees be given a concise statement that could be used in conversations with legislators. The Chair explained the significance of the LPA and how it helps to stabilize Library operations during the course of each year.
Agenda Item E Committee Reports.
Agenda Item E.1 Executive Committee. On behalf of Mr. Buck, the Director reported the Executive Committee met on May 11 th and confirmed the agenda for the Board meeting.
Agenda Item E.2 Budget and Finance Committee. Trustee Berger reported the Committee met on May 11 th to discuss several resolutions, and he called on Deputy Director Kenneth Stone to explain them. Mr. Buck arrived at approximately 4:09 p.m.
Agenda Item E.2.a Contract Library Transfers. This matter involved routine transfers within the Amherst Public Library. Upon motion by Ms. Panty and a second by Ms. Horton, approval was unanimous.
RESOLUTION 2006-18
WHEREAS, a request for budget transfers has been received from the Amherst Public Library, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve transfers totaling $5,638 within the budget of the Amherst Public Library.
Agenda Item E.2.b Investment and Use of Excess Library Material/Gift Sale Proceeds. Mr. Stone explained that excess funds derived from the sale of used and gift books/ items would periodically be transferred to the Library's trust account, which is managed by the Erie County Comptroller, to take advantage of more favorable interest rates that the County receives. This information will be noted on monthly financial reports as well as quarterly reports. Mr. Buck moved for approval. Ms. Summer made a second. Mr. Connors asked about the County's investments. Mr. Stone said the County is limited by State law to certain types of very conservative investments. He stated the interest rate is currently in the 4-5% range. The resolution was approved unanimously.
RESOLUTION 2006-19
WHEREAS, libraries across the country regularly sell excess used and donated library materials, devoting the proceeds to support library operations, and
WHEREAS, Erie County supported this practice by resolution adopted on December 29, 1987 which provided for the deposit of revenue from the sale of discarded books and other library materials held by individual library units into library bank accounts for the purpose of the acquisition of library materials and items of equipment for the benefit of said libraries, and
WHEREAS, Erie County expanded support for this practice by resolution adopted on June 4, 1992 adding expensed equipment over $250, supplies, promotional items and outreach programs, including personal services, to the purposes for which these proceeds could be applied, and
WHEREAS, personal services expenditures were used to pay program speaker/presenter/performer fees and the cost of operating the Central Library's Encore Editions store, including employees and merchandise stocking, and
WHEREAS, individual contracting libraries deposited these proceeds in their respective bank accounts, and
WHEREAS, Buffalo branch libraries and the Central Library deposited these proceeds, along with the proceeds resulting from the sale of library and literature- related gift items in the Central Library's Encore Editions store, in the bank account of Encore Editions, and
WHEREAS, pursuant to the October 15, 1992 Declaratory Judgment in favor of the Library in Buffalo and Erie County Public Library v. County of Erie, Library trustees have the exclusive power and duty to use Library property, and
WHEREAS, subsequent to this judgment, the Library continued the above established practices for the deposit and use of excess library material and related merchandise sales, and
WHEREAS, in an effort to increase proceeds generated from these sales, in conjunction with the first phase of the Central Library renovation project, an expanded library and literature-related gift section, dubbed Novel Ideas, was incorporated into an expanded Encore Editions store, and
WHEREAS, the success of the expanded store, combined with increased excess material sales resulting from recent library downsizing, has resulted in the balance of the Encore Editions bank account increasing above the short term needs for merchandise restocking and above named library support activities, and
WHEREAS, depositing Encore Editions account balances above estimated short-term needs in the Library's Trust Account would allow the proceeds to earn interest, and the potential interest earnings via deposit in the Trust Account would benefit from the economies of scale present in the Erie County Comptroller's combined investment balances, and
WHEREAS, revenue, uses and balances of these proceeds are included in each respective library's annual report to the Division of Library Development, New York State Library, New York State Department of Education, now therefore be it
RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees reaffirms the deposit of revenue from the sale of discarded books and other library materials held by individual library units into library bank accounts for the purpose of the acquisition of library materials, items of equipment, supplies, promotional items and outreach programs, including personal services for library program speaker/ presenter/performer fees and the costs of operating the Central Library's Encore Editions store, and be it further
RESOLVED, that the Library Director or his/her designee is authorized to undertake these activities on behalf of the Buffalo Branches and Central Library, including the authority to periodically transfer balances from the Encore Editions bank account to the Library Trust Account on deposit with the Erie County Comptroller to earn interest until such time as they are needed for the uses identified above, when they may be transferred back to the Encore Editions bank account.
Agenda Item E.2.c Consolidated NYS Library Aid 2006-2007 Application. This action would approve the B&ECPL application for New York State Aid in 2006-2007, which is a comprehensive annual report that must be filed electronically. Approximately $2.8 million in aid will be provided. This will increase to $2.9 million once recent budget enhancements approved by the State Legislature are complete. Mr. Stone had copies of the State Report available for inspection. Ms. Horton moved and was seconded by Mr. Buck. Approval was unanimous.
RESOLUTION 2006-20
WHEREAS, the Library System Basic Aid, Local Library Services Aid (LLSA)
Local Services Support Aid (LSSA), Central Library Book Aid (CBA), Central Library Development Aid (CLDA), Coordinated Outreach Library Services Aid, State Correctional Facilities Aid and Services to County Jails (Inter-institutional) Aid are annual New York State statutory aid programs aimed at assisting library systems, central libraries and local libraries in developing collections and providing services to their constituents, and has provided funding for many years, and
WHEREAS, the 2006 Library operating and grant budgets adopted by the Library Board of Trustees anticipated over $2.8 million from these sources, and
WHEREAS, each year an application must be transmitted to the State to receive these funds, and
WHEREAS, the application process requires a number of assurances be provided by the Buffalo & Erie County Public Library Board of Trustees, now therefore be it
RESOLVED, that Central Book Aid received in 2004, pursuant to article 273.1 (b) (2) of Education Law, has been totally expended for adult non-fiction materials in non-print, and be it further
RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees has reviewed and approves the application for the State-funded Central Library Aid grant, and be it further
RESOLVED, that the Buffalo & Erie County Public has on file at System headquarters a signed Authentication of Annual Application form from each State Correctional Facility in the System's service area in support of the application for State Correctional Facilities Aid, and be it further
RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees assures that the Proposed State Aid Budget Application and Budget Narrative have been reviewed and accepted, and be it finally
RESOLVED, that the Library Director transmit the completed State Aid Budget Application and Budget Narrative to the State Division of Library Development.
Agenda Item E.2.d Monthly Financial Report. The monthly financial report for the period ending 4/30/2006 was presented for information.
Agenda Item E.3 Policy Committee. Trustee Summer presented two items proposed by the Policy Committee for adoption.
Agenda Item E.3.a Volunteer Program Policy Amendments. She reminded trustees the Volunteer Program Policy was approved by the Board in 2005. On the advice of legal counsel and/or at the request of contract library boards, some language has been changed to eliminate any potential conflict between employment practices and volunteer practices. Ms. Horton moved for approval and was seconded by Mr. Buck. Ms. Panty inquired whether the entire B&ECPL System would adopt this policy. Mr. Mahaney replied in the affirmative. Approval was unanimous.
RESOLUTION 2006-21
WHEREAS, the Buffalo & Erie County Public Library has a long tradition of
engaging community volunteers in activities that assist paid staff in the accomplishment of the Library's mission, and
WHEREAS, the Board of Trustees adopted a Volunteer Program Policy that recognizes the important contributions of volunteers in enhancing service without supplanting staff who perform work under the terms of collective bargaining agreements, and
WHEREAS, recent review of that policy by B&ECPL's general counsel and labor counsel indicate that some modifications are warranted, especially if that policy becomes an exhibit in the annual agreement between B&ECPL and its contracting libraries, and
WHEREAS, the Board's Policy Committee has reviewed and approved the proposed amendments to the Policy, now therefore be it
RESOLVED, that the Board of Trustees approve the Volunteer Program Policy as amended.
Agenda Item E.3.b Policies Governing Bulletin Boards, Exhibits, Displays and Distribution of Community Information. Ms. Summer said the Committee discussed the proposed policies and addressed concerns regarding commercial sponsorships voiced by Trustee Connors. Mr. Buck moved and was seconded by Ms. Horton. Approval was unanimous. The Chair thanked Ms. Summer and her Committee for working on the policies.
RESOLUTION 2006-22
WHEREAS, the American Library Association, the Public Library Association and the New York Library Association recommend the adoption of various Board-approved policies to help libraries manage their resources responsibly and effectively, affording the public an opportunity to utilize those resources in ways that are reasonable and appropriate, and
WHEREAS, in recent months, patrons have raised questions regarding the Library's criteria for posting materials on bulletin boards, mounting exhibits on library premises and distributing community information via the Library, and
WHEREAS, staff has reviewed recommended policy guidelines in each of these areas and prepared drafts for the consideration of the Board's Policy Committee, and
WHEREAS, the Board's Policy Committee has approved those drafts, recommending them for adoption by the full Board of Trustees, and
WHEREAS, each of these proposed policies has been reviewed and approved by B&ECPL's legal counsel, now therefore be it
RESOLVED, that the Board of Trustees adopt the proposed policies governing use of bulletin boards, mounting of exhibits and displays and distribution of community information via the Library.
Agenda Item E.5 Planning Committee (taken out of order). Ms. Pordum reported the Committee met on May 15 th . The Five-Year Plan must be in Albany by October 6 th . Accordingly, the Board must adopt a new plan at the September 21 st meeting. Library administrators are currently visiting all libraries and Central departments gathering input and guidance. A timeline for the planning process is being created. The public will be included in the decision-making process as well, and that information will be posted to the website. All Board members are invited to join any Planning Committee meeting.
Agenda Item E.4 Buffalo Library Services Committee (taken out of order). The Director stated this Committee met on May 8 th at the Merriweather Library to discuss issues that are of concern to the library branches in the City of Buffalo. There was an opportunity for public comment as well as a Q&A session, allowing trustees and staff to interact with the public. Another meeting will be scheduled later in 2006.
Agenda Item F Report of the Director. Mr. Mahaney stated Trustee John Long underwent successful cataract surgery earlier in the day and sent him the Board's well-wishes. He reported that Stephen Abram, Vice President for Innovation for Sirsi/ Dynex, will visit B&ECPL on May 24 th . He is an authority in the field of libraries, particularly for automation and customer needs. He will discuss the final report of a focus group his staff conducted at the B&ECPL last year and assist the Library in developing strategic planning initiatives. All trustees are invited to attend this important planning session.
The Director noted Buffalo Spree magazine recognized the Central Library for two distinctions: 1) Best WiFi Spot in WNY and 2) the Central Library as Best Library in WNY, with the Lackawanna Public Library a close second. He corrected his monthly report to indicate that Trustee Summer attended the Western New York delegation meeting on April 28 th .
Mr. Berlow inquired about the Afro-American research collection housed at the new Merriweather Branch library and asked whether patrons must go specifically to that branch to access those materials or if that collection could rotate to other locations. Mr. Mahaney said that some of the resources at Merriweather are available only at that branch, including some electronic resources related to the Afro-American collection. Most branches do have distinctive local collections within their communities, but that major collection is unique to Merriweather. Mr. Berlow wondered if it might be beneficial to increase awareness of that collection by taking it to other locations.
Mr. Mahaney said efforts have been made recently to share resources among libraries, including some items from Central Library collections, for instance the Nelson Mandela's Favorite African Folktales art collection. Portions of other collections can be shared as well. Mr. Berlow feels this may be a way to break down some misconceptions and facilitate community discourse. Mr. Mahaney agreed sharing of resources needs to be increased, which is one advantage of being a county-wide System. Ms. Panty commented that it may be worthwhile to have certain special collections digitized to make it easer to share resources. However, additional funds would be required to cover those costs. Mr. Berlow felt it would be relatively easy to raise additional funding for that type of project.
Mr. Berlow raised a question in regard to the recent visit by City Honors High School. The class researched Tifft Nature Preserve and the waterfront, and Mr. Berlow wanted to know if the Museum of Science was involved. Mr. Mahaney replied the Science Museum was not involved in this visit, but the B&ECPL has collaborated with that organization in the past.
Ms. Summer congratulated Ms. Collins on another successful Chocolate Passion event and wanted to be sure the Board expressed its thanks to Mr. Johnson for working with the Library. Ms. Pordum emphasized that Mr. Johnson is a good friend of the Library.
The following was submitted by the Director and transmitted to Board members prior to the meeting.
New Merriweather Library is a Center of Activity and Attention: Not only did the design of the new Frank E. Merriweather, Jr. Library earn 87 out of 100 points from Buffalo News arts/architecture critic Richard Huntington (Sunday, May 7, 2006), but after its first full month of operation, its circulation statistics are also impressive. Last month, April 2006, patrons borrowed a total of 6,717 items, 124% more than the 3,001 charged out at the old North Jefferson Branch over the same one-month period in 2005! The new library has been busy in other ways, as well. Literacy Volunteers have partnered with the library to present weekly toddler and parent story times every Friday morning. Volunteers from EPIC, Literacy Volunteers and the Buffalo Chapter of Links share stories, songs and games with youngsters and their families. At the end of the session, each child is given a free book to take home. Beginning this month, Tradition Keepers: Black Storytellers of Western New York has agreed to present quarterly storytelling programs at the library. Circulation, program attendance, computer use and meeting room use continue to rise as people gravitate to this new facility to enjoy its resources, services and unique atmosphere.
Prestigious Schomburg Collection Available at Merriweather Library: The Frank E. Merriweather, Jr. Library offers a new resource that makes Black Studies research more convenient and robust. The Schomburg Clipping File from ProQuest Information and Learning contains more than 9,000 records that preserve and document important accomplishments in the African American experience. The File mirrors the black experience, not only in North America, but worldwide. Essentially a periodical and newspaper clipping file, this unique collection also includes typescripts, broadsides, pamphlets, programs, book reviews, menus and various other short publications dealing with black history and culture. An important source for research into all aspects of black activities and accomplishments, the file brings together a wide range of material organized by subject and totaling nearly a million pages not duplicated elsewhere. This comprehensive resource becomes part of the library's Center for Afro-American History and Research, a remarkable collection established in 1965 to incorporate microforms of primary source material as well as numerous books and pictures on the history of African Americans in Western New York.
Branches, Departments and Contract Libraries Receive 2006 Materials Allocations: When the Board of Trustees adopted the 2006 B&ECPL budget, approximately $1.9 million of the $21.7 million Erie County appropriation was identified for the purchase of new library materials. With the limited amount the System could devote to the acquisition of new titles, no discretionary budgets were available for individual branch and contracting libraries. Recognizing the negative service impact that under-funded materials budgets have had on library collections, efforts have been made to restore those budgets to a more reasonable level. Now that the 2005 budget has been closed and the operating budget picture for 2006 has stabilized, an amount of $334,698 has been designated to provide materials budgets for individual libraries. This amount remains significantly below what libraries received in 2004, but these funds will allow at least some level of discretionary purchasing at each location. Libraries will continue to receive bestsellers and high demand materials through the centralized selection process. A new checklist schedule is being implemented to provide opportunities for consolidated ordering.
Library Continues to Monitor Shifting Patron Activity and Fine Receipts: B&ECPL patrons continue to redefine their borrowing and visiting habits as the System begins to stabilize after the devastating cuts of 2005. 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 4 months of 2006 shows a comparatively modest decline of 12.2% over the same three-month period in 2005 when all 52 libraries were in operation and materials purchasing was healthier. When the performance of today's 37 libraries is compared with last year's performance of the same 37 locations, System circulation actually declined by only 1%. 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 four-month period by 0.9%. After losing 7 of 15 locations, Buffalo branches posted a circulation loss of 42.5%, although that decline is only 8.8% when the 8 branches open today are compared with the same 8 branches that were open last year. The deficient materials budget and reduced hours at most locations can account for much of that loss. Circulation among contracting libraries declined 10.4% overall, but decreased only 0.2% if the 28 locations open today are compared with the same 28 that were open last year. Public access computer sessions declined 6.6% overall for the first four months of 2006, but increased 11% at Central for that same period. Contract libraries posted an increase of 0.9% and Buffalo branches showed a decrease of 38.9%. System-wide fine receipts for 37 libraries in the month of March totaled $93,616.18, compared with a total of $102,013.47 collected by the 52 libraries open in 2005 a decrease of $8,397.29 or 8.23% . Year-to-date receipts totaled $398,483.64, up $4,414.31 and 1.12% over the same period in 2005. The 2006 adopted budget anticipated a 4.44% decrease in collections over 2005. If comparisons are limited to those libraries that remain open today, April's $93,616.18 receipts are positive up $2,070.22 and 2.26 % , from the $91,545.96 collected by the same 37 libraries in 2005. The year-to-date comparison for these 37 libraries is similarly positive with the $398,483.64 receipts up $46,397.30 and 13.18% over the same period in 2005. In April, the Central Library collected $19,036.96 a decrease of $2,582.55 and 11.95% from 2005. Last year, spring break occurred in March; this year, it occurred in April, contributing to the decrease in this April's activity. In April 2006, the 8 Buffalo Branches collected $9,345.88, an increase of $1,253.84 and 15.49% over the amount the same 8 branches collected in April 2005. More than $900 of the increase reflects the significant increase in activity at the new Merriweather Library compared to 2005 activity at the old North Jefferson branch. The 28 open contracting libraries collected $65,233.34, an increase of $3,398.93 and 5.50% over the amount they collected in April 2005.
Work Nearly Complete on 2006 Agreements with Contract Libraries: Receipt of feedback concerning the draft 2006 contracts is under review. This complex process has demanded more time to interact with contracting library staff and trustees in order to ensure their comments and concerns are addressed to the extent possible. The next step is to incorporate feedback, requested reallocations within the current budget along with estimates of committed local and other income and the additional expenses they would support into the 2006 contracts along with resulting transfers within the Library's SAP budget accounts. These changes will be ready for consideration by the B&ECPL Board of Trustees at the June 15 th meeting. Final draft contract packages will be distributed for contract library board approval with a return deadline of June 16 th to ensure sufficient time to process the July 1 st quarterly payments (as applicable).
American Libraries Cites Amherst Library Director Mary Bobinski for Library Limelight : The Grassroots Report column of the March 2006 issue of American Libraries acknowledges the 32-year run of Amherst Public Library Director Mary Bobinski's television program, Library Limelight. The first 30-minute episode aired in 1973, and the final broadcast aired in December 2005. Over the course of the series, Mary Bobinski says she: ...saw it all... from a live boa constrictor to Irish dancers before they were the thing. Columnist Jennifer Burek Pierce wrote: Year after year, Bobinski sought to promote library use to patrons through conversations with area experts and highlighting collections. It's sad to witness the end of this library-TV institution, but Mary Bobinski should be proud of her enduring contributions to library visibility and advocacy in Western New York.
Board Committee Convenes to Hear Comments and Questions from Buffalo Residents: On May 8 th , the Buffalo Library Services Committee of the B&ECPL Board of Trustees visited the new Frank E. Merriweather, Jr. Library for its first meeting of 2006. The meeting was convened by Committee Chair Sharon Thomas . Other members present included Frank Gist, Phyllis Horton, Elaine Panty, Susan Maggiore and B&ECPL Chair Rebecca Pordum . Chair Pordum described the Committee's Mission, followed by a report from the Director on the 2006 budget and prospects for 2007. Chief Operating Officer Mary Jean Jakubowski and Extension Services Administrator Sharon Holley outlined branch management and service issues.
Staff Begins to Implement $301,500 Gates Foundation Grant: Corporate Information Officer Shirley Whelan and her Network Support team ( Johnny Hsu , Dave Kozlowski, Dennis Lance and Toni Naumovski ) are evaluating new HP and Dell workstation models in order to select one to purchase with the recently awarded Bill and Melinda Gates Foundation Grant of $301,500. The objective is to select an appropriate model currently offered as part of the New York State Aggregate Purchase or Big Buy program, which makes high-end computers available at approximately 65% of the regular price. A final decision is expected during May. Additionally, discussions continue with Sirsi-Dynix and Envisionware about the latest release of the Envision-ware software because CIO Whelan expects that this software will be installed on the new computers to provide patron self-authentication and printing capabilities. In particular, the Library is very interested in the e-Commerce capabilities of the software, which would allow patrons to pay for printing and fines with a credit card. Also under investigation is a modification of the B&ECPL Public Access Model in order to accommodate the use of patron-owned storage devices, such as jump drives. Network's Toni Naumovski has developed the security necessary to allow patrons to use a PC's USB port for a jump drive without compromising B&ECPL hardware, software or systems. The intention is to incorporate this feature when the new Gates Grant computers are deployed. Jump drives are very popular with many patrons, who will welcome this enhancement with enthusiasm. Jump drives are also known as USB drives, flash drives, keychain drives or disk-on-keys. They are plug-and-play portable storage devices that use flash memory and are lightweight enough to attach to a key chain.
The Big Read Ignites a Fire in Buffalo: On May 2 nd , Community Relations Officer Ami Patrick , Popular Materials Department Manager Meg Cheman , Children's Department Manager Beverly Federspiel and the Director attended a Summer of Literacy kick-off event at City Hall. Buffalo Mayor Byron Brown , Buffalo Public Schools Superintendent Dr. James Williams , Good Schools for All Executive Director Helene Kramer and Just Buffalo Literary Center Executive Director Laurie Dean Torrell unveiled a Buffalo Reads campaign for students, in addition to The Big Read, a month-long, community reading program for all ages featuring Ray Bradbury's classic speculative novel, Fahrenheit 451 . Buffalo is one of only ten communities selected by the National Endowment for the Arts to offer its citizens an opportunity to read and discuss a single book. Just Buffalo Literary Center is the lead agency, providing volunteers to facilitate discussion programs on the book and its themes at eight B&ECPL locations throughout the month of May. As part of The Big Read schedule of activities, B&ECPL and the University at Buffalo's Humanities Institute will host Read It While You Can on May 13 th , challenging censorship and celebrating free speech. This informative and eye-opening program will present a stimulating afternoon of events, including a film screening and commentary, panel discussion, local author coffeehouse-style readings, book sales and signings. Read It While You Can is the first in a three-part series on current developments in censorship. The second program in the series is scheduled for the fall of 2006 entitled, On the Front Lines: Journalists Assess the New Censorship. The series concludes in the spring of 2007 with Censorship and the Future of Information Technology. B&ECPL is grateful to partner with organizations dedicated to thought-provoking programs that inspire the community. (On April 18 th , the Central Library's lunchtime Literally Speaking discussion group dissected Fahrenheit 451 . This noontime event, covered by WKBW-TV- Channel 7 News, attracted an audience of 31a record-setting attendance since the inception of the Literally Speaking series.)
BooksA Treasure: Children's Department staff conducted the annual meeting for youth services providers to introduce the 2006 New York State Summer Reading theme, Books A Treasure. Twenty-seven staff members from across the System attended the April 26 th workshop. Librarians Beverly Federspiel , Mary Ann Budny, Kerra Alessi and Gwen Collier discussed the advocacy essay contest, My Library is a Treasure Because as well as the performers who will be funded with the State Summer Reading Grant and supplements to the official manual prepared by Children's Department staff. The meeting was a success, and everyone left with a treasure chest of goodies and enthusiasm for this summer's activities.
Central Library Wins Two Buffalo Spree Awards: The April 2006 issue of Buffalo Spree Magazine features its Best of WNY awards. This year, the Central Library was honored with two distinctions: best Wi-Fi Connection for wireless Internet access and best library branch. The Lackawanna Public Library was cited for its atmosphere, but Central won for the breadth of its collections. Thanks, Buffalo Spree !
Transforming the Library... and Making a Visible Difference: System Public Services Administrator Carol Batt , Support Services Administrator Ann Kling and Training Coordinator Doreen Woods attended an interactive workshop sponsored by the Western New York Library Resources Council that provided a framework to assess library users and non-users from a customer-centric perspective. This program introduced a methodology to help identify gaps in knowledge about customers and non-customers as well as outline a relationship strategy among partners, allies and patrons. At a time when B&ECPL is attempting to recover from the turmoil of service cuts and closings, identify System goals and objectives and formulate a Five-Year Plan of Service for New York State, this workshop provided practical and time-appropriate strategies that can be incorporated into the B&ECPL planning process.
Drivers Receive Road Athlete System Training: On April 19 th , Training Coordinator Doreen Woods presented The Road Athlete System to B&ECPL Shipping Department drivers. This was the first session of a 12-month program that focuses on truck drivers and their particular wellness and safety issues. Designed to encourage simple improvements in driver health and safety, The Road Athlete System features a monthly topical chapter (nutrition, physical exercise, mental fitness, motivation, etc.) with one wellness and one safety goal emphasized daily. Motivational CDs and sample exercises are included.
Tours and Visits: On April 4 th and 5 th , eighty-one students and eight chaperones from Buffalo City Honors School visited the Central Library to conduct research on topics related to Tifft Farm and the Buffalo waterfront. Librarians Tom Morrissey, Amy Pickard, Rob Alessi, Pat Monahan, Carol Pijacki and Cynthia Van Ness instructed the students in research methods and resources. On April 10 th , Ms. Monahan gave a brief tour of the Grosvenor Room to members of the East Aurora Genealogical Society who then stayed to conduct research. On April 22 nd , two travelers from California visited the Rare Book Room. One was a geologist who had crossed the country to see William Smith's A Delineation of the Strata of England and Wales, with Part of Scotland, a.k.a. The Map That Changed the World .
Miscellaneous Meetings and Appearances: On April 7 th , Extension Services Administrator Sharon Holley served as a guest reader for the Great Read Aloud at BUILD Academy, holding the attention of the eighth grade class by reading passages from Monster by Walter Dean Myers . On April 12 th , administrators, department managers, contract library directors and branch managers participated in a diversity awareness workshop presented by the National Conference for Community and Justice to raise awareness of cultural differences, both within the Library System and between staff and patrons. On April 19 th , the Director visited the East Clinton Branch to attend a public meeting convened by Erie County Comptroller Mark Poloncarz to discuss Erie County's fiscal health. On April 28 th , Chair Pordum and the Director were joined by trustees Susan Maggiore , Elaine Panty and Judy Summer for a visit with the Western New York Delegation of the New York State Legislature. Senators Mary Lou Rath and Dale Volker were present, as were Assembly Members Robin Schimminger , Jack Quinn and Mark Schroeder . On May 1 st , Chair Pordum and the Director met with Lynn M. Marinelli , Chair of the Erie County Legislature, and Community Enrichment Committee Chair Michele Iannello to discuss future funding prospects and permanency of the Library Protection Act. On May 4 th , Assembly Member Jack Quinn visited the Central Library for a tour and lunchtime meeting with the Director, COO Mary Jean Jakubowski , CFO Ken Stone and Development Officer Ruth Collins . Later that day, the Director appeared before the Erie County Legislature's Community Enrichment Committee to present information on the Library Protection Act and respond to questions from legislators.
Agenda Item G Report of the Foundation Director. No information provided.
Agenda Item H Public Comment. Marge Thielman Hastreiter, Curator of the Iron Island Museum in Lovejoy, asked that closed branches of the Library System be reopened. She does not believe a reading room provides adequate service. Illiteracy in Erie County is a major problem, and closing libraries will further discourage reading. She implored trustees to reopen the Mead Branch as a full-service library.
Valerie Niederhoffer of Buffalo advocated on behalf of neighborhood libraries. She feels Joel Giambra is responsible for causing the fiscal crisis that closed libraries. A bankrupt county cannot provide services needed by the populace.
ElizaBeth Berry of Save Our Libraries asked what the public input process would be in regard to the strategic plan. The public needs ample time to read and comment on the plan. She would like to see the two smaller outreach vehicles used to provide library services in Buffalo and does not believe Buffalo libraries were treated fairly. She asked about the status of the Polish collection formerly housed at the Fronczak Branch.
Mr. Mahaney responded that the more recent items from the Polish collection were transferred to other libraries. The balance of that collection has been transferred to the City of Buffalo, as was done with other collections from closed City branches, for re-use within that community.
Agenda Item I Unfinished Business. No unfinished business.
Agenda Item J New Business.
Agenda Item J.1 Allocate Twain Gala Event Proceeds. The Director explained this resolution recognizes the $10,478.78 raised during the Mark Twain fundraising event held in April and will authorize its deposit in the Library's trust account and that funds from that trust will be disbursed to pay for children's library materials, programs and services. Mr. Buck moved, Ms. Summer seconded, and approval was unanimous.
RESOLUTION 2006-23
WHEREAS, the Buffalo & Erie County Public Library has made a commitment in its plan of service to affirm the Central Library's role as a unique downtown destination, and
WHEREAS, special events programming is an integral part of the strategy to accomplish this objective, and
WHEREAS, monetary resources through Erie County operating funds and government grants are not always adequate or appropriate for this use, and
WHEREAS, the Library has created a Development Office for the purpose of seeking private funds to support these basic services and collections, and
WHEREAS, the Director of Development, in conjunction with Library staff, undertook a special event, MARK TWAIN: FROM BAYOU TO BUFFALO , to raise funds to support children's library materials, programs, and
WHEREAS, the National Library Week event provided an enjoyable evening for library friends, sponsors and supporters while raising a net $10,478.78, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes depositing the $10,478.78 proceeds in the Library's trust account, and be it further
RESOLVED, that the Library Director or his designee is authorized to expend these proceeds for children's library materials, programs and services, and be it further
RESOLVED, that amounts expended for this purpose be reported monthly in the Treasurer's report of year-to-date donations.
Agenda Item J.2 Network, Server and Workstation Engineering, Support and Maintenance RFP Award. The Director stated this resolution for Network Support services has been carefully reviewed by Mr. Stone and Corporate Information Officer Shirley Whelan. The current contract expires at the end of June. Three firms responded to the Library's RFP. The proposal that came in at the lowest cost also happens to be the vendor who is currently providing services to the Library and has provided very satisfactory service for the last ten years. With this authorization, the Library will negotiate a three-year contract that will include extensions for the continuation of these services in the future. Mr. Buck made a motion, Ms. Horton seconded, and the resolution was approved unanimously.
RESOLUTION 2006-24
WHEREAS, since 1995, the Library has contracted for computer systems maintenance and related support , and
WHEREAS, t he current contract expires at the end of June 2006 , and
WHEREAS, o n March 24 th , the Library issued a Request for Proposal (RFP) seeking a qualified information technology services vendor to partner with the Library to 1) provide hardware and software maintenance for all servers, workstations, printers and related computer equipment and 2) supply project management and systems engineering professional services to maintain the Library's Local Area Network, including the Public Access Computing Model , and
WHEREAS, t hree prominent firms with major local presence submitted responses to the RFP on the April 21, 2006 deadline , and
WHEREAS, the Library's RFP evaluation committee was impressed by the high caliber of the firms responding to the proposal, and
WHEREAS, m odeling current service levels, the low cost proposal was that submitted by VITEC Solutions, LLC with an annual cost of $234,450, which is $18,850 lower than the next lowest proposal and $156,510 lower than the figure proposed by the third responder , and
WHEREAS, upon completing its review, the committee unanimously agreed that the proposal submitted by VITEC Solutions, LLC be recommended to the Board of Trustees for selection to provide these services , now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library selects VITEC Solutions, LLC to provide Network, Server and Workstation Engineering, Support and Maintenance services pursuant to the Library's RFP, and be it further
RESOLVED, that the Library Director be tasked to negotiate and execute the necessary contract based upon this resolution, the terms listed in the RFP and the response submitted by VITEC Solutions, LLC .
Mr. Berlow asked if the B&ECPL is in the process of digitizing any part of its collection. Mr. Mahaney replied the Library's first digitization project is on the website. It contains documents from the B&ECPL collection relating to The Great Race the New York to Paris race of 1908.
Recently, the Library met with representatives of the William S. Hein Company, a legal reference service provider that is also one of the B&ECPL's corporate partners. The Library has been working with Hein to share public information. Hein presented a check for $1,000 and has expressed interest in assisting the B&ECPL in digitizing or imaging other items in the collection.
Mr. Berlow inquired about participating in the Google digitization project. The Director said Google has worked selectively with some larger libraries to date, and the B&ECPL would certainly be willing to listen to proposals from the company. The B&ECPL is willing to work with partners for mutual benefit. Philosophically, the Library is eager to open its collection to the global community. Policies and procedures are in place to allow the B&ECPL to share information.
Mr. Wisbaum agreed digitization is an excellent idea. Google reached out to the University of Michigan, Harvard and the New York Public Library, but the B&ECPL has unique collections as well. Mr. Wisbaum then asked whether the contract between the Library and new legal counsel recently obtained with regard to the Library Foundation required approval of the Board. The Chair stated the contract has a very limited scope and is not to exceed $2,500 and, therefore, does not require Board approval. Mr. Mahaney said if the status changes and further counsel becomes necessary, any contracts exceeding $10,000 would be brought to the Board for approval.
There being no further business, on motion by Mr. Buck and a second by Ms. Summer, the meeting was adjourned at 4:45 p.m.
Respectfully submitted,
Frank Gist
Secretary