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MEETING MINUTES

MINUTES

REGULAR MEETING OF THE

BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES

SEPTEMBER 28, 2006

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, September 28, 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 (via telephone)

Annette A. Juncewicz

Susan Maggiore

Hormoz Mansouri

Elaine M. Panty

Judith K. Summer

Sharon A. Thomas

Wayne D. Wisbaum

Excused: John B. Long

Chair Rebecca L. Pordum called the meeting to order at 4:01 p.m. in the Joseph B. Rounds Conference Room. Trustee Horton was in attendance via conference call.

Agenda Item B Agenda/Changes to the Agenda. No changes to the agenda.

Agenda Item C Minutes of the Meeting of August 24, 2006 . Ms. Panty moved for approval of the Minutes as submitted and was seconded by Ms. Thomas. Approval was unanimous.

Agenda Item D Report of the Chair. Ms. Pordum reported on several meetings held during the past month, including one with Budget Director James Hartman regarding the 2007 budget. Mr. Hartman advised the B&ECPL to advocate for additional funding it seeks to improve System-wide library services. Meetings were also held with library trustees from the Collins, Lancaster and Hamburg Library Boards, where they shared their views on library needs.

Ms. Pordum reported that community leaders have requested the African-American Resource Room at the Frank E. Merriweather, Jr. Library be dedicated in honor of William Miles in gratitude for his many years of service to the B&ECPL. Trustees were invited to provide input in this matter before it is brought to the Board for formal approval. The intention is to plan a special event at the Merriweather Library.

Agenda Item E Committee Reports.

Mr. Berlow interjected a comment regarding the fact the library property tax rate appears as a separate line on tax bills. Compared to an entire tax bill, the library portion is a relatively small amount. He feels very strongly that a good effort focused on securing a small increase in the library property tax would garner widespread community support. Ms. Pordum said the results of the online survey supported Mr. Berlow's belief. Survey results indicated 85% of responders would support an increase in the library tax rate.

Trustee Wisbaum arrived at approximately 4:09 p.m.

The Chair asked Mr. Berlow, as the B&ECPL representative, to report on meetings to address outstanding issues between the B&ECPL and the Library Foundation in regard to transferring assets to the Community Foundation of Greater Buffalo. Mr. Berlow said he spoke with Victor Rice, who appointed Rick Berger to represent the Library Founda­tion Board. Council was also sought from Jack Connors because he has a library back­ground. Mr. Berlow met with Director Michael Mahaney and Chair Pordum to deter­mine talking points. The results of the first meeting were submitted to the Foundation's Executive Committee, which suggested some modifications. All this was done in a very positive spirit. A modified plan was brought to the Director and Chair for considera­tion. Mr. Berlow stated he believes things are on track now, and an agree­ment of cooperation and method of going ahead for the future will be forthcoming. He hopes something can be brought to the Board in the near future. Ms. Pordum thanked Trustees Berlow, Berger and Connors for all their effort on this matter. Mr. Wisbaum added his thanks and felt that something would be ready to present to the Board shortly.

Trustee Buck arrived at approximately 4:15 p.m.

Agenda Item E.1 Mr. Buck reported the Executive Committee convened on September 21 st to discuss proposed agenda items for the full Board meeting, and each item was confirmed.

Agenda Item E.2 Budget and Finance Committee. Mr. Berger asked Deputy Director Kenneth Stone to present budget and finance items to the Board.

Agenda Item E.2.a Regional Bibliographic Database (RBDB) Grant. This grant is received annually from the Western New York Library Resources Council to assist the B&ECPL in adding older, historic items to its online catalog. This grant will add approximately 5,115 titles to the catalog. Ms. Juncewicz moved for approval and was seconded by Ms. Panty. Ms. Summer asked whether this grant would be continued in future years. Mr. Stone said the B&ECPL has received these grants for many years due to the size of its collection. However, this project is nearing completion, and it is possible the B&ECPL may not receive an RBDB grant for retrospective conversion next year. Approval was unanimous.

RESOLUTION 2006-47

WHEREAS, the Library has been awarded a New York State Regional Bibliographic Database grant in the amount of $7,500 and

WHEREAS, grant proceeds will support conversion of approximately 5,515 titles from the Library's collection of closed stacks materials, and

WHEREAS, a grant budget needs to be established to undertake the program, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library establish a Regional Bibliographic Database grant budget in the following amounts:

Revenue $7,500

Grant Program Expenditures $7,500

Agenda Item E.2.b Amend 2006 Budget: NYS Aid Increase. Mr. Stone said a revised Exhibit schedule that accompanies this resolution was put at trustees' places, and he referenced that document. The totals did not change, only allocations within the categories changed to match the amount of State Aid going to each library to what is in the 2006 budget. In terms of expenditures, Buffalo branches will now benefit from the additional funds in two areas: uniforms will be provided for city branch guards to give them a more official appearance, and the mileage reimbursement account will be increased because more staff members are working at multiple locations and must travel between them during the workday. Ms. Juncewicz moved for approval. A second was made by Dr. Mansouri, and approval was unanimous.

RESOLUTION 2006-48

WHEREAS, New York State, through the Department of Education, State Library, Division of Library Development, provides both general and grant-based aid to support public libraries, and

WHEREAS, a number of the aid categories are formula driven, including a population factor, which under law is recalculated upon certification of the U.S. Census each decade and

WHEREAS, under 2000 census figures, B&ECPL state aid would have decreased by approximately $50,000, reflecting Erie County's population loss since 1990, and

WHEREAS, through 2005, the State budget contained a hold harmless provision that effectively maintained the same distribution as would have occurred using 1990 census figures, and

WHEREAS, in the 2006-2007 New York State Budget, sufficient funds were added to allow the use of 2000 census population figures to benefit those areas where populations increased, while protecting the allocation to those areas that experienced a decrease in population, and

WHEREAS, recognizing that State Aid for library system services had remained stagnant since 1998, the 2006-2007 State Budget also included a supplement specifically to boost aid for library system services, and

WHEREAS, the total effect of these changes is to increase New York State Aid expected to be received in 2006 by $98,604 in the Library Operating Fund and $14,086 in Library Grant Projects, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library amends the 2006 budget as shown in the attached Exhibit 1.

Agenda Item E.2.c Amend Gates Grant Budget. Mr. Stone explained this resolution would allow the expenditure of interest earnings that had accrued from prior years' Gates Foundation grants to install wireless Internet access at all Buffalo branches. Gates' rules stipulate that only libraries that benefited from the original Gates grants can utilize the interest income. This technology will benefit Buffalo school children. Ms. Juncewicz moved for approval. Dr. Mansouri made a second. The vote was unanimous for approval. In reply to a query, Chief Information Officer Shirley Whelan said she anticipates all wireless network equipment will be installed by the end of 2006. Mr. Stone stated WiFi would also be extended to the Business, Science and Technology Department on the second floor of the Central Library. Ms. Pordum said it is impera­tive that a media campaign publicizing this new service takes place when all libraries are finished. Mr. Gist asked what the range of a wireless network would be. Mr. Stone said it depended on the composition of the buildings, but stated it is possible that access could be obtained outside at some of the smaller libraries.

RESOLUTION 2006-49

WHEREAS, beginning in 1998, the Bill and Melinda Gates Foundation provided the B&ECPL with a series of grants, approaching $1 million, to support the Library's efforts to offer comprehensive public access computing to the communities in greatest need, and

WHEREAS, as the prior grants were completed, any remaining balances were maintained in the grant project and may be applied to support public access computing in those same libraries, and

WHEREAS, the Library introduced the capability to add free wireless Internet access hot spots to any B&ECPL location to supplement computer workstations located throughout library buildings, and

WHEREAS, this low cost service, piloted in the first floor of the Central Library, has been very well received by the public, winning the Best Wi-Fi Connection in Buffalo Spree magazine's May 2006 Best of WNY listing, and

WHEREAS, the cost per library to add this feature, which plugs into the existing Library network, is just under $600 for the necessary equipment, and

WHEREAS, Gates grant project balances are sufficient to fund this upgrade for all City of Buffalo branch libraries and add another hot spot covering the second floor of the Central Library, now therefore be it

RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees authorizes use of these funds to provide filtered wireless Internet access to Buffalo branch libraries and add this service to the second floor of the Central Library, and be it further

RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees amends the Library Grants budget, recognizing $4,800 in deferred revenue and increasing associated lab and tech equipment expense by the same amount.

Agenda Item E.2.d Monthly Financial Report. Financial reports for July and August were provided for information. Mr. Stone added that the Board of Trustees of the Cheektowaga Public Library agreed to join the CHR program. The changeover should occur in January 2007.

Agenda Item 3 Policy Committee. Ms. Summer reported on two resolutions.

Agenda Item 3.a Internet Safety and Acceptable Use Policy. The amendment being proposed will allow individuals to use the Internet, databases, etc., whether or not they have a borrower account in good standing, just as a person can utilize any reference material in the library now without a card. The $1 charge for out-of-area borrowers will be eliminated. All other conditions of this policy remain unchanged. Ms. Panty moved for approval and was seconded by Dr. Mansouri. Approval was unanimous.

RESOLUTION 2006-50

WHEREAS, since 1998, the Buffalo and Erie County Public Library has maintained its presence on the World Wide Web and offered patrons access to personal computing resources, including the wealth of valuable content available on the Internet, and

WHEREAS, originally, this service was viewed as value added, beyond the basic services and resources a library traditionally provides, and access was limited to borrowers in good standing, and

WHEREAS, today, it is no longer possible to view computers and the Internet as anything less than staples ? not frills or preferential extras, and

WHEREAS, in many cases, those with greatest need and fewest personal resources have been denied access to tools that could help them improve their individual circumstances, and

WHEREAS, upon review, B&ECPL administration and the Library Board's Policy Committee recommend suspension of the good standing requirement for Internet access, but that other identification requirements, including parental permission for youth, will continue to apply, and patrons whose accounts are not in good standing will continue to be prohibited from borrowing library materials, and

WHEREAS, the one-dollar charge for processing a short-term Internet access card yields very little in revenue yet represents a time-consuming and distracting task at public service desks, and

WHEREAS, few libraries in the United States impose such fees today, most offering short-term guest cards at no charge, now therefore be it

RESOLVED, that the Board of Trustees suspends the good standing requirement for Internet access but retains other identification requirements, including parental permission for youth, and continues to restrict borrowing privileges for those whose accounts are not in good standing, and be it further

RESOLVED, that the one-dollar charge for short-term Internet access be eliminated, and be it further

RESOLVED, that other minor modifications, including the reorganization of some content for improved presentation and the addition of new text, specifically in reference to recently introduced wireless access, be accepted as presented in the attached draft, and be it finally

RESOLVED, that this change in policy be implemented as soon as the necessary changes in procedures and practices can be completed, but no later than December 31, 2006 .

Agenda Item 3.b Rules of Conduct. Ms. Summer said based on advice from counsel, wording of the Rules of Conduct was revised slightly to include volunteers, who are being utilized more throughout the System. There are no major changes to the Rules. Ms. Thomas moved for approval. Mr. Buck made a second. Approval was unanimous.

RESOLUTION 2006-51

WHEREAS, the Buffalo and Erie County Public Library Board of Trustees acknowledges that policies must be reviewed periodically to ensure that they remain up to date, pertinent and effective, and

WHEREAS, B&ECPL legal counsel has examined the current Rules of Conduct and proposes minor modifications that address the involvement of volunteers in library operations and an amended reference to persistent, unwelcome attention, now, therefore, be it

RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library adopts Rules of Conduct (attached) to supersede Rules of Conduct last amended in 2003, and be it further

RESOLVED, that copies of these approved Rules of Conduct be transmitted to all B&ECPL Contract Library Boards of Trustees, and be it finally

RESOLVED, that each Contracting Library Board be encouraged to adopt an equivalent policy or amend an established policy that articulates standards of appropriate behavior for anyone who visits that locally governed library facility.

Agenda Item E.4 Advocacy Committee. Mrs. Maggiore, Committee Chair, reported this group met on September 27 th to discuss advocacy strategies. A lack of open hours at many libraries appears to be the biggest System-wide need. Ensuring that all libraries in the System meet State standards is a top priority to provide better service to the public. We must reach out to the public with flyers and to elected officials through personal contacts and letters. Another important priority is passage of the Library Protection Act (LPA). Legislators need to be encouraged to approve the LPA on a permanent basis. Conducting another orientation session for County legislators and possibly State legislators and the Buffalo Common Council was proposed to provide more personal contact. During the next two months, it will be very important to advocate for increased funding for libraries by explaining how the additional funds will benefit the libraries in each district.

Agenda Item E.5 Planning Committee. Ms. Pordum reported this group met three times to discuss the proposed Five-Year Plan as well as some of the issues reported on by Mrs. Maggiore. Public meetings were held in the City of Tonawanda , the Crane Library in Buffalo and in Hamburg . Ms. Pordum thanked several trustees and staff members for attending the meetings. Among requests from the public were more hours, an improved website, additional programs for teens and more publicity of services. Other suggestions were to provide computer services at off-site locations (such as malls) and initiate a bestseller book donor program by having a wish list posted on the website. Library service in the southeastern area of the County was discussed, as was the importance of ensuring all residents have access to computers.

Mr. Berlow asked how the Library obtains input from young people and teens. Ms. Pordum replied that focus groups could be formed utilizing participants from the Battle of the Books program. Mr. Mahaney reported a few years ago a Library Services and Technology grant program involved students, younger staff members and patrons and asked for their input. One of the priorities in the new Five-Year Plan is to work with teens throughout the County to develop programs that will interest them. Peggy Skotnicki, Administrator of the Central Library, reported staff is in the process of forming a Teen Advisory Board for the Central Library. Interested teens are signing a contact list, and teens are also being contacted through branches, Battle of the Books groups, young staffers who work at Central and children of staff members. Mr. Berlow feels this is one of the most important aspects of the long-range planhow to attract young people to libraries. Ms. Pordum agreed it is very important to retain teens as library users because many of them are lost in the middle and high school years. Ms. Skotnicki reported the Orchard Park Public Library is starting a teen book discussion group and plans to hold meetings twice a month. There are many enthusiastic young library users in the community, and the Library needs to connect with them. Mr. Berlow would like to see these types of programs broad-based throughout the System.

Relative to teens using libraries, Mr. Mahaney reported on a new aspect of teen library use that is becoming popular across the country, which utilizes interactive computer gaming to attract teens. There are also related book clubs. If participants in the book club write a book report, they receive more gaming time at the library. One of the topics Stephen Abram touched on during his recent visit is the need to make libraries more appealing to teens by using the technology that attracts children. Ms. Summer men­tioned seeing a special teen area in another library system that was actually designed by teens and said it is important to involve teens early in the planning. Ms. Maggiore asked if schools can utilize the Library's databases from school computers. Ms. Skotnicki stated the B&ECPL signs license agreements with database vendors, and allowing other entities to access those databases conflicts with those agreements. However, any child who has a library card can use the databases in school through their own personal account. At this time there is no way to track usage from schools. Mr. Connors asked whether students could sign up for a library card at school. Ms. Pordum said it depends on whether or not the school librarian takes the initiative to distribute the forms. It would still be necessary for an adult to bring the form back to a library to activate the account because of the Circulation and Internet policies.

Agenda Item F Report of the Director. Mr. Mahaney mentioned information that had been distributed to trustees regarding Staff Development Day on October 18 th . All trustees are welcome and should notify Mr. Mahaney if they wish to attend any of the sessions. He reminded trustees of the upcoming censorship program featuring Tom Toles on September 30 th . The Director thanked trustees for attending numerous meetings in September, including the Development Committee meeting, which would take place immediately following the conclusion of the Board meeting.

Development Officer Ruth Collins spoke about the private reception for Tom Toles coming up on Saturday. Trustees received invitations to attend the free reception. If any trustees are unable to attend the program on Saturday but would like to pur­chase an autographed copy of Mr. Toles' latest book, Ms. Collins is accepting pre-orders and will deliver them to trustees at a later date.

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

2007 Budget Request Delivered, Presented at County Executive 's Budget Hearing: The Board's Adopted 2007 request was delivered on time, August 30 th . Subsequently, Chair Rebecca Pordum , CFO Kenneth H. Stone , COO Mary Jean Jakubowski and the Director provided an overview of the request and answered questions posed by County Budget Director James Hartman and his staff at the County Executive 's public hearing, September 14 th .

Merriweather Celebrates 100 th Day: On August 16 th , the Frank E. Merriweather, Jr. Library celebrated its 100 th day of service to the community.  To commemorate the event, Library Manager Sandra Bush hosted an evening program that included the dance group Jazzy Steppers, authors and playwrights Gary Earl Ross and April Jones and Daughters of Creative Sound, a drum and percussion group.  Approximately 125 attended the event to express their affection and support for the new Merriweather Library.

Meetings with Contracting Library Boards Continue: Following July meetings with contract library boards in Eden, Angola and Elma, Chair Rebecca Pordum and the Director met with the boards of the Collins Public Library (September 14 th ) and the Lancaster Public Library (September 20 th ).  Another meeting is planned, September 26 th , with the board of the Hamburg Public Library.  Trustees W. Lawrence Buck and Elaine Panty, along with senior administrators Mary Jean Jakubowski and Ken Stone have been involved in these valuable gatherings to consider the needs and challenges that face this Library System in the years ahead.

Proposed Regulations for New State Construction Grant Issued, Comment Needed to Address Catch-22 Factor: As part of the 2006-2007 New York State Budget, the regular State Aid for Library Construction program, $800,000 state-wide, has been supplemented on a one-time basis by $14,000,000.  As a consequence, the share of funds available for projects supporting the 37 public libraries in Erie County , regularly $39,755, is supplemented by $664,117 .   Funding for approved projects may be as much as 50% of eligible expenses (generally land acquisition/hard construction/renovation costs).  Funding criteria for the supplement are different from the regular program, specifically utilizing New York State Dormitory Authority bonding, which resulted in the need for the State Library to develop and issue new regulations governing the supplemental grant program.  On August 23 rd , the Notice of Proposed Rule Making was published in the State Register , beginning a 45-day public comment period that extends through October 9 th .   An overview of the program was also provided in a letter from State Librarian Janet Welch, received September 5 th , and appears on the Library Development website's State Construction page.

While the availability of supplemental funds is good news, the timeframe and cost estimation requirements in the proposed rules (as interpreted by the New York State Library) appear to be at odds, creating a classic Catch-22 situation that decreases the opportunities for advancing successful projects.

The deadline to submit applications to New York State 's Division of Library Develop­ment (DLD) is 5 p.m. December 29, 2006 , less than three months after the comment period ends and formal regulations are adopted.  As the B&ECPL Board of Trustees is required to prioritize all requests from within the System before transmitting them to DLD, all applications must be submitted to the B&ECPL Board of Trustees for consideration no later than Friday, December 8 th .  As in the past, this is a competitive process, and the Board will need time to evaluate individual applications before formally approving its ranking(s) of eligible proposals at its meeting on December 21 st .

The Frequently Asked Questions page on DLD's website contains an impractical requirement.  Question: Will an estimate provided by an architectural or engineering firm be adequate for cost estimation? Answer: No, A contractor's bid estimate is required for the full project cost to be reliably assessed.

Given the short timeframe, which is not terribly flexible because of the time limits to the bonding authority, the second requirement makes it difficult to qualify projects other than those already underway or well along in development.   Requiring firm bids by early December is also impractical as the amount of the award and timing would likely not be known until some time in the first quarter of 2007.  Most contractors would be unwilling to hold pricing for an unspecified period and the estimated start date for any significant construction work also influences pricing a winter date likely yielding lower bids than a late spring/early summer date.

To leverage this opportunity to the best advantage of B&ECPL projects, office staff and the Commissioner of Public Works for the City of Buffalo have been contacted and advised of the program.  Staff is developing options to address this matter, including the development and filing of a formal comment within the 45-day period to address the Catch-22 nature of the firm bid requirement.  This draft will be shared with contracting libraries and other interested officials.

Staff must work to accelerate planning/design of previously proposed projects delayed by the County's fiscal crisis but needed nonetheless.   The goal is to develop sound construction estimates and (possibly) bid documents for one or more projects that requested 2007 Capital funds and/or Library private funds to be combined with New York Construction grant proceeds.  This may be feasible as a project can begin as late as 180 days after State approval.

Town of Cheektowaga Library Board Votes to Join CHR:   The Cheektowaga Public Library Board invited CFO Ken Stone to present information and answer questions concerning B&ECPL's Centralized Human Resources (CHR) program at a meeting on September 20 th .  Subsequently, the board voted unanimously to join the program in early 2007.  The exact date will be based upon the best window, likely in January or February, in order to transition payroll from Cheektowaga 's twice monthly pay schedule to B&ECPL's biweekly schedule. Cheektowaga will be the 15 th of 22 contracting libraries to join the program.

Library Continues to Monitor Shifting Patron Activity and Fine Receipts: B&ECPL patrons continue to redefine their borrowing and visiting habits as the System re-groups 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 8 months of 2006 shows a comparatively modest decline of 10.2% over the same eight-month period in 2005 when all 52 libraries were in operation. When the performance of today's 37 libraries is compared with last year's performance of the same 37 locations, System circulation actually increased 0.9%. Central Library circulation increased 2.7% over the same eight-month period. After losing seven of 15 locations, Buffalo branches posted a circulation loss of 36.9%, although that decline is only 0.8% when the eight branches open today are compared with the same eight branches 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 9% overall, but actually increased 1.2% if the 28 locations open today are compared with the same 28 open last year. For the first eight months of 2006, public access computer sessions declined 3.8% overall, but sessions actually increased 12.1% System-wide when today's 37 locations are compared with the same 37 locations open last year. The Central Library posted an 8.3% increase over that same period. Contract libraries posted an increase of 2.4% (14.3% when libraries operating today are compared to the same libraries open last year), and Buffalo branches showed a decrease of 29.3% but an increase of 10.1% when today's eight locations are compared to the same locations open last year at this time. System-wide receipts for 37 libraries in the month totaled $108,509.99.  This compares to a total of $107,034.43 collected by the 52 libraries then open in 2005, or an increase of $1,475.56 and 1.38% .   Year-to-date receipts totaled $802,647.56, up $13,825.27 and 1.75% over the same period in 2005.  The 2006 Adopted Budget anticipated a 4.44% decrease in collections over 2005.  However, if the comparison is limited to those libraries that remain open, August's $108,509.99 receipts are up $12,757.11 and 13.32% above the $95,752.88 collected by the same 37 libraries in 2005.  The year-to-date comparison for these 37 libraries is similarly positive with the $802,647.56 receipts up $95,466.06 and 13.50% over the same period in 2005.  The Central Library collected $18,247.07 in the month, an increase of $1,265.27 and 7.45% from 2005.  The eight open Buffalo Branches collected $10,653.80, an increase of $2,303.07 and 27.58% over the amount the eight branches collected in August 2005.  More than $1,069 of the increase reflects the significant growth in activity at the new Merriweather Library compared to 2005 activity at the old North Jefferson Branch (up 164%).  The 28 open Contracting Libraries collected $79,609.12, an increase of $9,188.77 and 13.05% over the amount they collected in August 2005.

City of Buffalo Library Capital Needs Updated :  On August 14 th , the Library received correspondence from the City of Buffalo announcing the availability of an on-line capital project request system for updating project needs in preparation for the City's 2007 Capital Budget year.  Refresher training and specific 2007 instructions were provided on August 22 nd , with 2007 project requests due by August 25 th .  The Library's request is consistent with Board-adopted plans and includes projects that address improvements to ensure that Buffalo 's eight library facilities are able to function successfully as full service libraries in the future.   The total request for the 2007 to 2011 period is $7.8 million and includes $1.1 million in basic building and $0.8 million in Americans with Disabilities Act (ADA) related needs.  It further explains that if a library facility falls into disrepair and/or fails to meet code requirements, B&ECPL's ability to offer service from that facility may be jeopardized, with the degree of impact directly related to the seriousness of the problem.  For example, should an unaddressed item develop into a major structural or safety issue (including failure of heating or air conditioning systems), service may need to be curtailed until the problem is resolved.  Finally, the request includes $5.9 million for existing branch space and parking expan­sion needs.  These are based on B&ECPL's ongoing planning efforts, as reported in Expanding Horizons , adopted in November 2000, and Breaking New Ground, adopted in July 2004.  Both reflect the need to work aggressively to ensure that all library buildings are functional, attractive, comfortable and accessible for library users.  This request category provides an estimate of the improvements needed over the longer term to ensure that each facility remains a viable outlet for library services in the 21 st century.  (On September 19 th , the Library was notified that Buffalo 's Citizens Planning Commission will hold hearings regarding the review of proposals the week of September 25 th .  The Library is scheduled to appear before CPC September 26 th in Room 920 of City Hall, with the hearing beginning at 5 p.m. )

Erie County Capital Project Requests Reviewed:  On August 23 rd , CFO Ken Stone attended an Erie County Capital Project Request hearing to provide an overview and answer questions regarding the Library's 2007 Capital Project needs.   Identified needs (all the subject of previous requests and, in some cases, approvals that were rescinded during the 2005 County budget crisis) include:  $2 million (Escalator Replacement and Asbestos Abatement at the Central Library), $650,000 (Central Library Fuel Tank, Mechanical Equipment and Exterior Renovations), $1.5 million (Central Library Interior Renovations and Asbestos Abatement), $2.5 million (Library Consolidation Project Incentive Funds) and $155,000 (Library Vehicular and Computer Equipment replacements).

B&ECPL Embarks on Spanish Language Outreach Program:  Librarian Kathy Goodrich , (Correctional Facility / Extension Services) has been selected to represent B&ECPL in New York State 's Spanish Language Outreach Program.  The State Library is participating in a nation-wide collaboration with WebJunction and the Bill & Melinda Gates Foundation to promote library outreach to Spanish-speaking popula­tions.  After completing the Training Institute in Albany , Ms. Goodrich returns home to train other staff to reach out to Spanish-speaking patrons and improve their access to library services and public access computing resources.

Rare Botanicals Showcased in Summery Display: Scheduled to coincide with last month's Garden Walk, librarian Amy Pickard and senior page Keri Thomas , both of the Grosvenor Room, assembled an appealing display of botanically themed items from the Rare Books collection. Among the titles on display is William Curtis' Flora Londinensis , one two-volume set of approximately 300 printed, with an impressive array of hand-colored plates. Beginning in 1775, Curtis, a Quaker apothecary and self-educated naturalist, issued six plates at a time to subscribers.  Also on display is John Fisk Allen and William Sharp's Victoria Regia or the Great Lily of America , printed and published in Boston in 1854.

B&ECPL Participates in WNYLRC Leadership Institute: Librarians Patricia Covley (Institutional Services Division, Department of Extension Services) and Dawn Peters (Support Services) have been selected to participate in the Western New York Library Resources Council's Library Leadership Institute.  Over a nine-month period, they will attend seven half-day sessions that will address various topics, including modeling leadership, affecting organizational change, communication, political realms, valuing diversity and legal issues.  As Fellows of the Leadership Institute they will collaborate on a group project and complete an action plan related to a need or project in their respective libraries.  The Institute begins this month and concludes in May 2007.

Staff Return from Digipalooza Conference with Innovative Service Concepts:  From July 28 th through 30 th , librarians Peggy Errington (Office of System Public Services),  Mary Schiffhauer (Humanities and Social Sciences Department), Jennifer Trigilio (Catalog Department) and Peter Arnold (Amherst Public Library) represented B&ECPL at the Digipalooza Conference in Cleveland , Ohio .  Sponsored in part by Harper-Collins, this conference featured programs and activities highlighting digital technologies and library implementation, training and collection development.  E-books, digital audio as well as video downloads were discussed.  Many publishers of digital content were on hand for discussions and presentations.  Staff feedback will be extremely valuable as B&ECPL implements OverDrive's downloadable audiobooks and contemplates the introduction of other new digital services.

Special Collections on the Move:  As a result of long-term planning and shifting projects in the Central Library's tier storage areas, additional shelving is being installed in the Grosvenor Room to accommodate more material from The Buffalo Collection.  Once complete, items long isolated in closed storage will be more accessible to both staff and patrons.  Public reaction has been extremely favorable.

Book Sale Benefits Riverside Branch: In August, Friends of the Riverside Branch Library completed a successful book sale of donated items that will provide more than $3,500 to meet the needs of that branch.  The Friends intend to utilize some of the proceeds to purchase a Young Explorer PC Pal computer for children set in child-sized Little Tikes furniture.

Supplemental Materials Budget Funds Disbursed :  Recognizing the negative impact that under-funded materials budgets have had on library collections, the Library Board recently approved the transfer of $500,000 to the 2006 materials budget.  Branch and contracting libraries have received a supplemental allocation equivalent to 90% of the funding they received earlier this year.  In the Central Library, for example, the Popular Materials Department has received an additional $44,000 to provide needed resources for this recently renovated space and its growing clientele.  Other areas received well-deserved allocations in an effort to restore materials budgets to a more respectable level.  In addition to regular checklists, which allow for consolidated ordering, the Office of System Public Services is coordinating a series of special topic checklists, including children's readers, audiobooks, children's holiday titles and graphic novels, which will augment collection development efforts in community libraries. All Libraries continue to receive best sellers and high demand materials through a centrally selected weekly allocation program.

Children's Department Concludes Busy Summer:   Summer reading activities at the Central Library included several successful programs.  On August 8 th , consummate storyteller Karima Amin entertained an audience of 253 with her dramatic and narrative skills substituting at the last minute and in heroic fashion for local media personality Mike Randall, who had become very ill.  On August 17 th , with nothing more than stools and a few simple props, the Niagara University Repertory Theatre performed well-loved tales, later offering that same program to enthusiastic audiences at the Lancaster , Grand Island , City of Tonawanda and Elma Public Libraries.  On August 24 th , librarian Mary Ann Budny prepared and presented Worms ! Worms ! Worms !, a program based on the book and recent film, How to Eat Fried Worms .  From August 21 st through 23 rd , librarian Kerra Alessi acted as camp director for a three-day Super Thinker mini-camp, sponsored in part by a grant from Verizon Yellow Pages.  Earlier that month, on August 9 th , librarian Gwen Collier served as camp director at a well-received session with 23 campers from the Brian Davis Community Group.  ( Brian C. Davis represents the Ellicott District on Buffalo 's Common Council.)

Technology Planning Process Underway: In order to qualify for e-Rate funding for the period July 1, 2007 to June 30, 2008 , B&ECPL must have a completed Technology Plan in place covering that same period.  As the first part of the application process begins in late 2006, the development of a three-year plan for July 1, 2007 to June 30, 2010 has begun.  Timing has been good because the Technology Plan should support the goals and objectives of B&ECPL's recently drafted Five Year Plan of Service, 2007-2011. CIO Shirley Whelan has worked closely with the rest of the administrative team to complete this five-year plan and will incorporate its technology elements into the new Technology Plan, which she projects will be completed in November.

Sirsi Upgrade in Progress:  The B&ECPL Sirsi team is testing the latest version of the Sirsi Unicorn System, GL3.1, the Library's automation software.  If results are successful, the production server will be upgraded over Columbus Day weekend.

B&ECPL Now Offers Eleven Wireless Hot Spots: At this writing, Network's Johnny Hsu has installed equipment to provide wireless access from laptop computers at eleven B&ECPL locations, including: Angola, Anna M. Reinstein (Cheektowaga), Central, Clarence, East Aurora, Hamburg, Julia Boyer Reinstein (Cheektowaga), Lake Shore (Hamburg), Newstead, Orchard Park and Riverside (Buffalo).  Soon, equipment will be installed at Eden , Grand Island and Lackawanna , with many more to follow.

New Computers Installed at Buffalo Branches with Funds from 2006 Gates Grant: Two hundred and one new Hewlett Packard workstations have been ordered for the City of Buffalo (Central Library and 8 branches) as well as the Lackawanna Public Library. Cabling for additional computers was required in all but three of the locations. The following installations are complete at this time:

• Riverside 11 computers (replaced 9, added 2)
• Merriweather 18 computers replaced
• Crane 12 computers (replaced 12, with 10 additional computers to be installed when cabling is complete)
• Niagara 15 computers (replaced 9, added 6)
• North Park 8 computers replaced
• East Clinton 4 computers replaced
• East Delavan Training Lab 12 computers replaced 12, with 10 more to be replaced in the reading room and 8 new computers to be added when cabling is complete.

In addition to the work noted above, 65 computer installations will be completed at the Central Library, 16 at Dudley and 12 at Lackawanna .

Public Has Access to USB Ports at Selected Libraries: When not engaged with the Gates Grant installations, the Network Support Department has been busy updating the Public Access Model on as many workstations as possible to allow the use of the USB port for thumb drives or other portable data storage devices.  At this time, access is available at 25 locations across Buffalo and Erie County .

B&ECPL Participates in Gaming Audio Conference :  On September 20 th , CIO Shirley Whelan , Central Library Administrator Peggy Skotnicki , Network Support's Johnny Hsu and librarians Beverly Federspiel , Britt White and Meg Cheman partici­pated in the Urban Libraries Council's (ULC) audio conference, GAME ON, which offered guidance for libraries planning to conduct young adult programs using computer games.  Most popular seems to be Gaming Nights with Dance Dance Revolution (DDR).  Experience indicates that playing computer games can favorably influence creativity, efficiency, critical thinking, understanding of the scientific method and an appreciation of teamwork, among many other benefits.  When questioned about behavior during the programs, everyone with experience agreed that the young people were well behaved and demonstrated no discipline problems. Experienced practi­tioners suggest that potential participants should be involved in the planning of programs, and college students can be recruited to bring their personal equipment and actually conduct gaming events.

Miscellaneous Meetings and Appearances : On September 13 th , the Director was a featured guest on the Time-Warner cable broadcast of Crossroads , where the foremost topic of conversation was the ongoing five-year planning process. On September 14 th , the director met with the Board of the Association of Contract Library Boards of Trustees (ACT) to discuss areas of mutual concern and plans for future meetings, including the 2007 Trustee Workshop.

Agenda Item G Report of the Foundation Director. No information provided.

Agenda Item H Public Comment. ElizaBeth Berry of Save Our Libraries believes people want good, basic neighborhood library services. She was hoping to see some­thing in the Five-Year Plan about re-opening closed libraries and was disappointed that idea was not included in the Plan. She would like more open hours at libraries.

John Klukowski, 189 Cazenovia St. , Buffalo , would like to see neighborhood libraries restored and believes that should be a top priority. He would prefer that libraries be improved rather than have new construction. Bookmobile service would be helpful. Programs for teens need to be at accessible locations where they can be utilized.

Agenda Item I Unfinished Business. No unfinished business.

Agenda Item J New Business.

Agenda Item J.1 Central Library Archival Storage Project. Mr. Stone reported on regulations involved in obtaining New York State Construction Aid funds that were approved for the current State budget year. The program is structured in a way that favors projects already underway or ready to begin. Projects that are not ready for immediate construction are essentially precluded from applying because contractors' bids or estimates are required, and matching funds must already be secured. Because of recent local funding problems, the library project pipeline is dry; nothing is ready to go at this time. The Library will send comments to the State regarding the proposed regulations to find out whether exceptions will be made for the unfortunate Catch 22 situation in which the B&ECPL finds itself.

This resolution reconfigures the one project that is currently in the planning stages, the archival storage project. A previously approved plan for this project was for a 2,000 square foot space. This revision would separate that project into two small projects. The first project would construct an expanded 6,300 square foot space. The second project would provide climate controls for that space. This altered project would then be eligible for new construction monies. Another System project that may qualify for State funding is an energy-saving project being explored by the Orchard Park Public Library.

The resolution would authorize a change order, not to exceed $265,000, to construct the space and allow a follow-on project to provide HVAC. Any additional add-ons to this project, e.g., a mezzanine space in the Mobiles garage, would be brought back to the Board for approval. Ms. Summer moved for approval and was seconded by Ms. Panty. The resolution was approved unanimously.

RESOLUTION 2006-52

WHEREAS, beginning in 2002, the Board of Trustees of the Buffalo and Erie County Public Library accepted the Central Library Space Design Study Report and endorsed a renovation plan for the Central Library as declared and implemented through Resolutions 2002-46, 2002-51, 2002-69, and 2003-09, and

WHEREAS, the first part of the overall renovation plan refurbished and renovated the Popular Materials Department and Main Entrance area, including a new café, redesigned book and gift shop and Borrower Services Area, and

WHEREAS, coincident with that renovation activity, the Library Board approved Resolution 2005-44 on September 15, 2005, subsequently revised by the Board's Executive Committee on October 11, 2005, directing staff to apply for a New York State Library Construction Grant to support a project to provide secure, environmentally appropriate storage for the Library's archival collections , and

WHEREAS, that grant was awarded for the full amount of $39,755, to construct a 2,000 square-foot environmentally appropriate archival storage area, and the Library's grant budget was amended by Resolution 2005-61 to reflect the grant award, and

WHEREAS, in January 2006 the Board adopted Resolution 2006-4, which authorized utilizing a change order process under a renovation project contract to facilitate the 2,000 square-foot base project at an estimated cost of approximately $80,000, and modest expansion alternatives not to exceed cost of $120,000, with a final recommendation to be returned to the Board for review and action, and

WHEREAS, subsequently the 2006-2007 New York State Budget was adopted, containing a one time supplement to the New York State Library Construction Grant program in the amount of $14,000,000 state-wide, and the share of funds available for projects supporting the 37 public libraries in Erie County, regularly $39,755, being supplemented by $664,117 , and

WHEREAS, the timeframe and cost estimation requirements in the rules proposed to implement the program work against each other, creating a classic Catch-22 situation that favors projects either currently underway or far along in development over new projects , and

WHEREAS, the Central Library's archival storage project, with modifications, is in a position to utilize this new funding and meet the Library's archival storage needs farther into the future than the original project, and

WHEREAS, sufficient funds for both the expanded space and subsequent HVAC components are available within the total $1 million of Library private funds allocated to library renovation as approved by the Board on February 20, 2003 in Resolution 2003-09, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Library Director to:

Request a revision to the awarded 2005-2006 State Construction Grant as follows:

•  Increase secure space constructed from 2,000 to 6,300 square-feet, including all structural modifications and access points for future climate control needs;

•  Delete new HVAC and humidity control system for 2,000 square-foot space; and

Prepare a New York State $14 Million Public Library Construction Grant request to:

•  Provide archival quality HVAC and full humidity control system for 6,300 square-feet of secure archival storage space with equipment housed in a mezzanine in the adjacent two-story Mobile garage space; and

•  Construct a 22' by 198' mezzanine space above the mobile garage attached to the HVAC equipment mezzanine, and be it further

RESOLVED, that the Board further authorizes the Library Director, in cooperation with Erie County as represented by the County Department of Public Works, to execute change orders and/or contract documents to implement the expanded secure space and subsequent project's HVAC and climate control components, not to exceed a combined total of $265,000, and be it further

RESOLVED, that proposed contracts for the expanded mezzanine storage portion of the second project shall be returned to the Library Board for review/action and shall be contingent upon an award in connection with the 2006-2007 New York State Public Library Construction Grant request, and be it further

RESOLVED, that upon completing the design, construction cost estimates, and soliciting change order proposals from the contractors, the proposed construction project will be returned to the Library Board for review and approval , and be it finally

RESOLVED, that the Director transmit within the 45-day comment period for the proposed rules implementing the 2006-2007 New York State Library Construction Aid program, formal comments on behalf of the Board urging changes in the proposed rules to address the Catch-22 nature of the cost estimation requirements and the compressed timeframe in the currently proposed rules.

Agenda Item J.2 Library Protection Act. Ms. Pordum stated she hopes to have the Library Protection Act (LPA) approved permanently by the County Legislature . The LPA is a very important local law that protects the Library. Every year the Legislature approves it for either one or two years. Based on her discussions with various officials, she believes it might be possible to have the LPA approved perma­nently. She asked trustees to speak to legislators about the need for this law. Ms. Thomas moved, Mr. Buck seconded, and approval was unanimous.

RESOLUTION 2006-53

WHEREAS, the Library Protection Act is a local law that designates a portion of the general property tax specifically for Library purposes, and

WHEREAS, the Library Protection Act does not mandate funding levels or set a tax rate, but it does guarantee that Library funds approved annually by the Erie County Legislature are protected from reductions during the course of the fiscal year, and

WHEREAS, in 1992, the County Legislature enacted the Library Protection Act for its first two-year term, and

WHEREAS, since its first sunset the Library Protection Act has been renewed without interruption either annually or biennially, and

WHEREAS, the Library Protection Act expires December 31, 2006 , and

WHEREAS, on various occasions, the Board of Trustees of the Buffalo and Erie County Public Library has requested that the Legislature make the Library Protection Act permanent, and

WHEREAS, some members of the Erie County Legislature have expressed a similar desire to make the Act permanent, now therefore be it

RESOLVED that the Board of Trustees of the Buffalo and Erie County Public Library requests that the Erie County Legislature take such action as to make the Library Protection Act permanent so that annual Library appropriations adopted by the Legislature will be protected from mid-year reductions, and the Board of Trustees may continue to plan and deliver quality library services to the people of Erie County.

Agenda Item J.3 Adoption of Five-Year Plan. Mr. Mahaney detailed the lengthy process involved in developing the Five-Year Plan of Service. All trustees received copies prior to the Board meeting. The Plan identifies a strategy to rebuild the Library System, getting back to delivering fundamental, quality service, restoring some services and maintaining flexibility as plans develop. The final resolution was distributed and contains new RESOLVED clauses, which were necessary since the public comment period was still on-going at the time of the packet mailing. Questions or concerns raised during the feedback process can be addressed independent of the adoption of the Plan. Ms. Juncewicz moved and was seconded by Ms. Summer, whereby approval was unanimous.

RESOLUTION 2006-54

WHEREAS, after months of trustee, staff and public meetings, extensive data collection, research and analysis, the Buffalo and Erie County Public Library released three planning documents, each of which relates to the others, and

WHEREAS, the first is a template that complies with the New York State Division of Library Development's requirements for a 5-Year Library System Plan of Service, and

WHEREAS, the second, which is a sub-set of the above, offers a 5-Year Plan for the Library System's Central Library, and

WHEREAS, the third is a narrative version of the preceding that expresses in more accessible fashion how B&ECPL intends to serve its patrons better during the period 2007-2011, and

WHEREAS, minor technical, typographical or grammatical changes identified since release of the drafts have been incorporated, and

WHEREAS, the Buffalo and Erie County Public Library Board assures that all comments from trustees, public and staff have been received, reviewed and considered, now therefore be it

RESOLVED, that the Five-Year Planning documents be adopted as drafted and that the Board of Trustees will address questions or valid concerns raised during the feedback process through its direct action or by the action of B&ECPL staff, and be it finally

RESOLVED, that these documents be transmitted as required to the New York State Library's Division of Library Development no later than October 2, 2006.

Agenda Item J.4 Resolution to Honor Sharon Y. Holley. Director Michael Mahaney asked Sharon Holley to step to the front of the room. He said he was happy to have known and worked with her and wished her the best as she moves into retirement. He referenced the highlights of Ms. Holley's 34-year career with the B&ECPL and the areas throughout the System where she provided service as he read a portion of the resolution. Ms. Holley thanked everyone for the opportunity to work at the B&ECPL. Mr. Gist added that Ms. Holley is considered an intellectual and cultural giant in the community. Ms. Pordum stated Ms. Holley's retirement would be a loss to the System. Ms. Holley plans to continue her volunteer work in the community. Mr. Buck moved for approval. Ms. Panty made a second, and approval was unanimous.

RESOLUTION 2006-55

WHEREAS, in September 1972, after attaining her Masters of Science Degree in Library Studies from Wayne State University in Detroit, Michigan, SHARON Y. HOLLEY began her career with the Buffalo and Erie County Public Library as assistant librarian at the North Jefferson Branch Library, and

WHEREAS, only fifteen months later, she earned promotion to the position of manager of that same branch library, and

WHEREAS, in 1975, SHARON Y. HOLLEY was reassigned to the Library's Urban Services Division, beginning an association that would span most of her career, and

WHEREAS, in 1988, after years of service in the Urban Services and School Divisions, she became manager of the Fronczak Branch Library, and

WHEREAS, in 1993 she earned well-deserved promotion to coordinate the Library's entire Urban Services operation, and

WHEREAS, in 1997, she became manager of the Central Library's Children's Department, a post she held for two years before her promotion to the title of Librarian IV in the Extension Services Division, and

WHEREAS, in 2002, SHARON Y. HOLLEY earned advancement to the position of Extension Services Administrator, and

WHEREAS, under her guidance the Department of Extension Services has delivered outstanding service to the residents of Buffalo and Erie County through its Mobiles, Urban Services, Institutional Services and Branch Divisions, including the opening of a new 20,000 square-foot Frank E. Merriweather, Jr. Library to replace the old North Jefferson Branch where she began her career, and

WHEREAS, among many awards and honors, SHARON Y. HOLLEY, has distinguished herself as a recipient of the 2006 Governor's Salute to Harriet Tubman Spirit Award, which pays tribute to those whose accomplishments emulate the life and human rights mission of Harriet Tubman, and

WHEREAS, SHARON Y. HOLLEY has been honored as an Uncrowned Queen, whose role is to enhance the quality of life for women and their communities, to promote the collection and dissemination of the individual histories of women, women's organizations and women's history and to teach and educate women in the use of technology to preserve and disseminate their histories, and

WHEREAS, SHARON Y. HOLLEY has always aimed for excellence in her professional assignments, her many volunteer efforts and her vocation as a consummate story teller, and

WHEREAS, SHARON Y. HOLLEY will continue to entertain and enlighten audiences of all ages with African and African-American folk tales, participation stories, family stories and musical stories, which bring our many cultures and our collective community to life, now therefore be it

RESOLVED, that in recognition and appreciation of a career graced by the imagination, integrity and accomplishment that SHARON Y. HOLLEY has demonstrated to this institution, the Buffalo & Erie County Public Library Board of Trustees expresses on behalf of the Library and the community at large its profound gratitude and deepest respect on the occasion of her retirement after 34 years of faithful and exemplary service.

There being no further business, on motion by Ms. Panty and a second by Ms. Juncewicz, the meeting was adjourned at 5:10 p.m.

Respectfully submitted,

Frank Gist

Secretary

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