Birmingham Public Library Board Minutes

Call To Order

• Meeting was called to order by Mrs. Welch.
• The invocation was given by Shirley Nichols from the Central Library. Mrs. Blair presented Ms. Nichols with a certificate of appreciation from the library board.
• Patricia Boyd Rumore was sworn in by Judge Shanta' Craig Owens as a Birmingham Public Libary board member.

Approvals

• Mrs. Blair moved the approval of the agenda. Ms. Sims added Friends Advocacy Committee to the Committee Reports and seconded the motion, which carried unanimously.
• Mrs. Blair moved the approval of the consent agenda. Mrs. Sims seconded the motion, which carried unanimously.

Staff Spotlight

• Tonia Wyatt from Avondale and North Avondale Libraries was recognized for outstanding maintenance of both libraries. Gwendolyn Amamoo presented her with a certificate of recognition.
• Marti Ball from Inglenook Library was recognized for keeping abreast of the current technology by joining Facebook and for her children's activities at the library. Mrs. Sims presented Ms. Ball with a certificate of recognition.
• Saundra Ross from North Avondale Library was recognized for keeping abreast of the current technology by joining Facebook and for her children's activities at the library. Reverend Anthony Johnson presented Ms. Ross with a certificate of recognition.

Terry Oglesby and Paul Jennings, City Architect's Office

• The renovations are being completed at East Lake Library, and a final inspection should be done on Tuesday, November 2, 2010.
• The roof at Titusville Library is complete.

Committee Reports

Long Range Planning Committee Report

• Mr. Adams presented the minutes from the Long Range Planning Committee meeting held on Monday, October 25, 2010.
• At the request of the Long Range Planning Committee, Ms. Blalock spoke with Council President Roderick Royal who agreed to use the Slossfield bond funds to make repairs at North Birmingham and also spoke about building a new branch library at Wylam.
• Mr. Adams moved the approval to move forward with the North Birmingham repair projects. Ms. Blair seconded the motion, which carried unanimously.

Friends Advocacy

• Mrs. Sims stated that Patron Appreciation Day went very well.
• The Mayor/City Council luncheon will tentatively be held in February 2011.
• The board fund has a balance of $613.80.

Unfinished Business

• Mr. Dorroh stated that the Library's audit is almost complete and that a report will be presented at the November board meeting.
• Mrs. Rumore asked whether or not the Friends Bookstore was included in library audits. Ms. Blalock stated that the bookstore was only generally included in the audit.
• Ms. Blalock will schedule a Finance Committee meeting with the auditor.

New Business

• Mrs. Welch reminded Mr. Rumore, Mr. Adams, and Ms. Adams of the board reappointment process.
  • Mrs. Welch asked for approval to move the library board annual meeting to January of each year.
  • Mrs. Welch stated that it is the library board's responsibility to approve the structure of the library with an organizational chart.
  • Reverend Johnson moved the approval of changing the library board annual meeting from November to January of each year. Ms. Blair seconded the motion, which carried unanimously.
• Ms. Sims requested that the library board be given an organizational chart for library restructuring purposes. Ms. Blalock will send the current organizational chart to the board and stated that there are only two changes thus far:
  • Instead of Public Relations handling employee development, there will be a position returned to administration from the Business Office to work on employee development.
  • The new coordinator will be responsible for public relations, marketing, and development.

Director's Report (as presented to the board)

• BIG News: BPL named 2010 Star Library by Library Journal

• Pepsi Refresh Grant

• More Libraries Rated; 63 New Stars Identified! The LJ Index of Public Library Service 2010, Library Journals national rating of public libraries, identifies 258 "star" libraries. Created by Ray Lyons and Keith Curry Lance, and based on 2008 data from the IMLS, it rates 7,407 public libraries. The top libraries in each group get five, four, or three stars. [BPL got three stars.] All included libraries, stars or not, can use their scores to learn from their peers, expand service to their communities, and advocate for support.

Buildings, Facilities and Projects Update

• East Lake Branch reopening has been rescheduled for November 18. The board meeting will be at the East Lake Branch at 10:30 preceding the opening ceremonies at noon.

• Titusville Library is really is going to be lovely. The board will be scheduled to meet out there soon so they can see it.

• Meeting with Councilor Roderick Royal—He backs the repairs and improvements at North Birmingham Branch. He will work to get some of the upcoming bond funds allocated to build a new Wylam Branch building. Library staff will prepare figures for construction costs and amounts needed for furnishings and equipment for the new branch. It will have a meeting room and expanded reading room, restrooms, and staff office, break, and work areas. The City architects will help with estimates and will provide a drawing of what such a branch might look like that can be used by Councilor Royal to obtain bond funds. The plan is to provide for a building similar in size and layout to the Powderly Branch.

Finance and Budget Update

• New on the statistical report is gate count which will show you the number of patrons in another way.

• A copy of the Library Fund Budget and a copy of the July City Budget Report are provided in the board packet. Please, let Ms. Blalock know if you have any questions.

Communications Protocol

• I met with Mrs. Welch to discuss a communications protocol that will determine what information is given to board members by the director. With this protocol in place the board will be better informed in a time sensitive way. All issues relating to possible legal action will be communicated to the whole board immediately. Issues and events relating to threatening situations for staff or library property will be relayed to the board in a timely fashion. I will make certain that the board, the Mayor’s office, and the City Council are advised of any situation needing their attention in a timely manner.

City Retirement Incentive Plan

• Friday, October 22 is the deadline for VRIP employees to have all paperwork turned in to the City Personnel Office. I will email you a final list of these employees as soon as I have the final list. All retirement parties will be the week of November 29—December 3. I will send you a schedule of the parties which will be done by region with Central on Friday, December 3. All those retiring have been asked to work on an up-to-date job description for their position with ideas for any needed adjustments or changes attached.

• We have advertised for all vacant positions and are in the process of interviewing and hiring.

• The annual audit of the library has begun. The auditor, Lindy Eichelberger of Hullett, Kellum & McKinney, P.C., was distracted from completing the library’s audit in order to get the city’s audit out in a timely fashion. She has returned to work as of October 20.

• We are making good progress in planning for the 25 retirements coming on December 3 as you can see from my report.

Strategic Plan/Central Architectural Planning

• Library staff is in the process of holding “community conversations” throughout the city to gather data from a broad range of citizens.

• Alex Lamis and Deirdre Cerminaro of Stern Architecture are now working on a final report which they are basing on the information they have gathered from library board, library foundation, and staff from observation on site visits. We have not received this report, but expect to receive it soon.

Miscellaneous

• Neighborhood branches including Wylam, Ensley, North Avondale, Woodlawn, and Powderly will close at 5:00 p.m. from November 22 through January 7. East Ensley and Inglenook will be open from 1:00 to 5:00 p.m. instead of 2:00-6:00 p.m. during this period.

• Staff is awaiting a signed contract for the $60,000 LSTA Technology Grant to implement the Central Library computer cluster which will consolidate all public PCs in the East Building in one location in order to facilitate better management of the public’s use of computers.

• Tuition Funding Sources, an online scholarship database with over $41 billion in scholarship awards, is now being offered to JCLC users. The site also provides career personality tests and detailed college and career information.

Gifts and Grants Received (September 23-October 20)

• The donation campaign, BPL Campaign 2010, has been very successful. As of October 20, the total received is $16,433.21 from 297 donors. One anonymous donation in the amount of $2500 was given specifically to the Business, Science, and Technology Department. Staff is keeping a spreadsheet of any donations that specify a particular location or department and a special budget will be made so that the staff in these areas can specify materials for their area.

• The “Donate Now” button on our Web page is extremely easy to use. We would like for all board members to make a donation to this drive. The amount is not important but having all board members support the campaign is.

• The Library received a bequest of $5000 from the estate of Marie Bell Davis on October 5.

Current and Upcoming Events

• Overdue charge amnesty from October 17 through October 30—BPL branches only.

• Poetry Slam Workshops leading up to Word Up! 2011 November 6, December 4, and January 8. These workshops will be conducted by DISCO, a nonprofit writing program for young people and Real Life Poets, a nonprofit organization whose goal is to mentor young adults by encouraging good communication and oratorical skills using spoken word poetry.

• First Bards & Brews: Poetry Slam/Beer Tasting was a huge success. The next one will be on November 5, Central Library at 6:30. (Attendees must be 18 or over and IDs will be checked.)

• National Friends of Libraries Week, October 17-23

• Ghouls Ball, a Halloween party for our tweens and teens will be held in the Atrium of the Central Library on October 28

• Boo Ball—Central Library on October 30, 2010. BPL has been selected to be the recipient of funds raised by the annual Boo Ball. Proceeds will go into the library’s donation fund for books, DVDs, audio books and music.

• Be sure to check the BPL Blog at http://bplolinenews.blogspot.com/ to keep up with all the activities going on at this library. You can subscribe and have any updates sent to your email if you have not already done so.

Comments

• Mrs. Rumore stated that she is excited to be the newest member of the library board.

• Mr. Adams asked whether or not the process has started to hire a new associate director.

• Mr. Rumore motioned the approval of the library's organizational chart in order to proceed with plans to hire an associate director. Mrs. Rumore seconded the motion. Mr. Adams amended the motion to include the coordinator position levels. Mrs. Rumore seconded the amended motion, which carried with a vote of 5-1. (Yes-Mr. Rumore, Mrs. Rumore, Mr. Adams, Mrs. Sims, Reverend Johnson; No-Mrs. Blair; Abstained-Mrs. Welch needed additional information in the form of the organizational chart).

• Mrs. Blair thanked the staff for coming to her aid when she slipped and fell on the Linn Henley Building steps. She stated that repairs should be made to these steps. Ms. Blalock stated that the library is taking steps to make the stairway safer including using sand paper to "rough up" the steps and possibly extending the hand rails.

• Mr. Rumore stated that Mrs. Rumore will have a book signing on Wednesday, November 3, 2010.

• Reverend Johnson asked the board to keep Reverend Tommy Wrenn's family in their prayers. A Celebration of Life in honor of Reverend Wrenn will be held today at 11:00 a.m.

• Mrs. Welch thanked Michelle Chapman for her partnership.

• * Mrs. Welch attended seven BPL Community Conversations.

• Mr. Rumore asked for details about the Clarus retreat. The retreat will be held on Wednesday, November 10, 2010 at the Energen Building at 8:00 a.m.

Submitted By

Irene S. Blalock, Secretary