Birmingham Public Library Board Minutes

Call To Order

• Meeting called to order by Vice-President Gwendolyn Amamoo.
• The invocation was given by Gwendolyn B. Guster Welch.

Approvals

• Georgia Morgan Blair moved the approval of the agenda. Judge Vowell seconded the motion, which passed.
• Georgia Morgan Blair moved the approval of the consent agenda after removing the financial report. Gwendolyn B. Guster Welch seconded the motion, which passed.
• Georgia Morgan Blair asked about membership fees paid to the Purchasing Association of Central Alabama. Danny Dorroh explained that the membership fees paid allows the Library to purchase supplies and services at a discounted price.
• Georgia Morgan Blair moved to approve the financial report. Dora Sims seconded the motion, which passed.

Terry Oglesby, City Architect

• The City Architects have completed their subdivision case, which included combining the two lots into one at the Wylam Library.
• The drawings for the foundation work needs at the Titusville and North Avondale Libraries are currently being reviewed by the City.
• The East Ensley Library door replacement should be completed within the next two weeks.
• Gwendolyn Amamoo asked about the people that worked alongside the architects in the building design of the Wylam Library. Terry Oglesby responded that Angela Fisher Hall, the Wylam Library staff, and other staff worked with the architects.

Committee Reports

Advocacy, Fundraising, and Development

• The Advocacy, Fundraising, and Development Committee met on Monday, April 6, 2015 at 3:30 p.m. The minutes are attached.
• Dora Sims moved to accept the recommendations of the Advocacy, Fundraising, and Development Committee. Gwendolyn B. Guster Welch seconded the motion, which passed with a 5-2 vote. (Patty A. Pilkerton and Judge Scott Vowell voted NO)

Director's Report

Overview of Activities for this Period

• We have been asked by Birmingham City Schools to provide a space on Monday through Wednesday, April 27-29, to host the Superintendent’s Community Meet and Greet each day from 4:00 until 5:00 p.m. The event, if they still plan to go through with everything, will be held in the Board Room.
• The Budget Assignment was given to Jarvis Patton on Thursday, April 2. Jarvis commented that the report was well done and very informative. I will have a copy for each of you on Thursday—just for your personal records and information.
• On April 8, 2015, the Inglenook Branch Library held its closing program for the Young Writer’s Program. The program is offered in partnership with UAB, Inglenook K-8 School and the Inglenook Branch Library. More than 75 parents and students attended the program.
• We had 9 staff members to attend the Alabama Library Association Conference in Point Clear on April 7-10, 2015. I should have the final cost information by our meeting on Thursday. Two BPL staff members were conference presenters. All staff brought back very useful ideas for library programming and services.
• On Tuesday, April 14, more than 30 staff members from throughout our system joined me at City Hall for National Library Worker’s Day which is always celebrated on the Tuesday of National Library Week. Mayor William Bell and several City Council members had very positive things to say about our libraries and our employees. I hope you will have the time to review the video from that meeting. We were the first group to appear as part of the Mayor’s report.
• Our Trivia Team is preparing for the Birmingham Brightest Company Trivia Competition Wednesday, April 22 at Old Car Heaven. The fun gets underway at 6:00 p.m.—please plan to come out and join us. Admission is free. Bring money for drinks and snacks.
• Staff is preparing for Legislative Day in Montgomery on Tuesday, April 28. There are six staff members scheduled to join me for the trip. Felita Hawkins, Southern Region Coordinator, is responsible for making arrangements for us to meet with our elected officials.
• On Friday, April 17, I attended a dedication and grand opening of the Richard Arrington, Jr. Collection at Miles College in the Learning Resources Center. Dr. Arrington donated more than 300 books that have influenced his life.
• After reviewing the minutes from the Advocacy Development and Fundraising Committee, I have a few updates/corrections that I would like to offer at the Board Meeting on Thursday, April 23. Some corrections that were added to the first draft of the minutes that I reviewed did not make it into the changes. One correction I want to share is an estimate of the amount of time development staff spend on Foundation related matters. Even though I asked for the opportunity to correct my statement during the meeting, the minutes do not reflect that. Therefore, I want to share this job analysis which was completed for the Director of Development position before we began interviews for that position—the job analysis document is created for each position we fill at the library. I hope this will better explain the time our fund development staff spend on Foundation related activities.

JOB ANALYSIS FOR DIRECTOR OF DEVELOPMENT POSITION

• On Wednesday, April 29, I will attend the Rotary Lunch at the Harbert Center. Jefferson County Commission President Jimmy Stephens is scheduled to speak and give an update on the County.

Update of Library Services

• During the month of March, our Catalog staff created 4,446 new bib records and 2,433 new records for the other JCLC libraries. Catalog also processed 3,889 new items. On the Acquisitions side, the staff placed orders for 4,367 new items and received 3,738 new items. These numbers are up significantly over February.
• We are still short one full-time delivery driver. However, one staff member in our Building Services Department is helping with deliveries. This is a big help.
• A full-time library assistant III working at one of our branch libraries has decided to retire after working for more than 30 years with BPL. The retirement has caught us by surprise and will require that we move some staff around in order to provide coverage until we can begin hiring again. The retirement is scheduled for May 1.

Facilities

In our Buildings Update, there is additional information regarding our facilities. However, I want to point out just a few matters that are receiving attention from citizens and City Council members:

• Several attempts have been made to steal copper from the A/C unit at the West End Branch Library—as a result, one unit is not currently working. I have received a call from the neighborhood where Nell Allen is President. They have asked for the cost to have a cage placed around the units—the only quote we have so far is $4800. I have asked staff to secure 2 more quotes for this project. Councilor Sheila Tyson has also voiced complaints. Public Works is working on quotes to actually replace the unit—this could possibly be $6,000-$8,000. Our maintenance staff will install temporary units at the facility.
• I have received emails from residents who frequent the Eastwood Branch Library. These are basically members of the Crestline Neighborhood Association (NA)—when I met with 2 other NA in December, this group was not scheduled to meet; however, Councilor Kim Rafferty’s office was expected to invite them to the Eastwood NA meeting. About five emails from the group are included with other correspondence in your board packet which went out on Friday, April 17.
• Our maintenance staff continue to install the security cameras in our branch locations. After this week, we will have 4 locations remaining that need cameras. This process has been hampered by the other maintenance issues that continue to come up daily.
• I hope that many of you are seeing some of the “minor” improvements we have been making at several of our branch locations. We are very proud of the work completed recently at our Ensley Branch. The new front doors have really updated the building.

Accomplishment of Objectives Set Forth in Strategic Plan

• Now that a large portion of the budget request is behind us, I would like to secure at least 3 proposals from companies regarding a new strategic plan for the library. However, before approaching any companies for a proposal, I would like to draft a RFP noting the expected outcomes from the planning process. My goal is to have the RFP ready for review just before the May 2015 board meeting.

Financial Report and Grants

• All of our financial reports were included in your board packet. Once you review them, please let me know if you have questions.
• On Wednesday, April 8, we participated in the budget review with staff in the City’s Finance Department. The review was also attended by some Council staff members and Jarvis Patton, Chief of Operations. Several questions were asked about the Central Renovation Project—we have asked the City to contribute $15.3 million over a three-year period. I specifically asked Jarvis when a decision will be made regarding the need to close any branch libraries. He stated that “you will know when I know.” I asked Jarvis if he could give us at least 2 years to complete a new strategic plan and to begin the renovation of the Central Library, then we will have an opportunity to strategically discuss our future plans for the BPL libraries. The Mayor is required to pass the budget along to the City Council by May 20.

Where I Need Your Assistance

Now that our Board President Kim Richardson has appointed committee chairs for the year, I need assistance in moving forward with a few items which include the following:

• The Long Range Planning Committee needs to review the Wylam Rebuild Project in order for us to keep the project moving forward. Andre Bittas, Planning Engineering and Permits, has indicated that stopping the project at this point can cost us additional money;
• Staff has recommended changes to the meeting room policy for our libraries and we would like to have any revised policy in place before the start of the new fiscal year—if possible; and
• During the Advocacy Development and Fundraising Committee Meeting, I was asked to draft a policy regarding collaborative projects such as the cookbook initiative. My plan is to have a draft ready before the May board meeting.
• Finally, I need your help in making certain our vacant positions remain in our budget. As of right now, we are up to approximately 22 vacant positions. With the May 1 retirement of an LAIII, the number will total 23—at least 6 are full-time.

What I Am Reading or Listening To This Month

• In January, I had the opportunity to hear Bryan Stevenson speak here in Birmingham—actually, I’ve heard him speak many times including once during a PLA Conference. He is the founder of the Equal Justice Initiative in Montgomery. Attorney Stevenson often talks about the first death row inmate he met as a law school intern. His book, Just Mercy: A Story of Justice and Redemption is the story of that first meeting with Walter McMillan and the relationship that grew between the two as Stevenson acted on a promise to help. This is quite a story.

Additional Announcements

• The BPL trivia team placed seventh in the Alabama's Brightest Company Charitable Trivia Competition hosted by Impact Alabama.
• Angela Fisher Hall distributed a document updating information regarding the lease expiration of the Eastwood Library.
• The budget assignment requested by Jarvis Patton was delivered to the Mayor's Office and each Board member will receive a copy today.
• Angela Fisher Hall was asked to inquire about library director/trustee liability insurance. The library director/trustees are covered through the City with any legal issues pertaining directly to their work as a Library Board member.

New Business

• Dora Sims asked whether or not the Young Professionals are required to pay $250 per year as a part of their membership. Angela Fisher Hall responded that Young Professionals members are required to pay $250 per year which is routed through the Foundation. Ms. Hall also stated that there are currently 18 to 20 Young Professional members and also that a membership drive will take place on Tuesday, May 19, 2015.

Comments

• Dora Sims stated that she is grateful for how well the Birmingham Public Library System is doing and also thanked Angela Fisher Hall for her work.
• Georgia Morgan Blair attended a program at the Pratt City Library on Tuesday, April 21, 2015, which focused on the rebuilding of the Pratt City Library after the April 27, 2011 tornado. Georgia Blair was interviewed by CBS Channel 42 news. The interview will air on April 27, 2015. Georgia Blair has also visited several branch libraries in the previous month.
• Gwendolyn B. Guster Welch asked if goals/benchmarks would be set for the library director interview process. Mrs. Welch asked that when an employee passes away, that the Library Board be notified immediately and Angela Fisher Hall responded that notices like these are sent out to all. Mrs. Welch attended the BPL cookbook signing at Alabama Booksmith and also noted that Chanda Temple and Lisa Smith were awarded first place in the state for the public relations activities related to the BPL cookbook. Mrs. Welch suggested that the Central Library consider moving to a new location rather than renovating.
• Samuel Rumore visited the New York City Library on a recent trip.
• Patty A. Pilkerton will attend the Alabama Writers Symposium in Monroeville, Alabama.

Submitted By

Angela Fisher Hall, Secretary