Birmingham Public Library Board Minutes

Call To Order

• Meeting called to order by President Kimberly Richardson.
• Georgia Blair gave the invocation.

Approvals

• Georgia Blair moved the approval of the agenda adding the Executive Search Committee under "Committee Reports," removing the Financial Report off the consent agenda and also moving the Special Committee Report to correspond with Terry Oglesby's Wylam Library renovation presentation. Dora Sims seconded the motion, which passed.
• Gwendolyn Amamoo moved the approval of the consent agenda, without the Financial Report. Dora Sims seconded the motion, which passed.
• Georgia Blair moved the approval of the Financial Report. Gwendolyn Amamoo seconded the motion, which passed. Samuel Rumore abstained from the vote.
• Georgia Blair moved the approval of the minutes of the April 23, 2015 Library Board meeting. Gwendolyn Amamoo seconded the motion, which passed.

Staff Spotlight, Recent Graduates

• Kristen Woods, Thomas Flute, Asiah McKinstry, Kiara Smith, and Naisha Taylor were recognized for recently graduating from various academic programs while currently employed at the Library.

• Deidre Powell Sims was recognized for her thirty years of service to the Library. Ms. Sims retired on May 1, 2015.

Terry Oglesby, City Architect

• The foundation drawings for the Titusville and North Avondale Libraries are completed. The work will go out for bid during the first part of June.
• The front doors to the East Ensley Library are currently being replaced.
• A Library Board Special Committee met on Friday, May 8, 2015 to discuss the renovation plans of the Wylam Library. The meeting was held at the Wylam Library. CMH Architects, Inc. made a presentation of the renovation drawings and during that presentation stated that the Wylam Neighborhood Association has approved the plans. The Special Committee voted unanimously to approve the plans and present to the Board as a whole. Judge Vowell moved to accept CMH Architects, Inc. plans and move forward with renovation plans. Dora Sims seconded the motion, which passed. Patty A. Pilkerton recused herself from the vote.

Committee Reports

Executive Director Search

• The interviews for the Executive Director have been completed. Angela Fisher Hall was identified as the most qualified candidate for the position. Gwendolyn Amamoo moved that Angela Fisher Hall be appointed as Director of the Birmingham Public Library system. Samuel Rumore seconded the motion, which passed with a unanimous vote by all board members present.
• The Library Board will meet as a Committee of the Whole on Tuesday, June 9, 2015 at 11:30 a.m. to discuss the Library's budget as well as the salary and benefits of the incoming Director.

Interim Director's Report

Overview of Activities for this Period

• The excitement leading up to the candidate’s reception and my interview for the executive director position has been tremendous. While I am happy to have it all behind me, it has been a great process to experience. Thank you all for the opportunity to be considered for the position.

Other updates include the following

• I completed work on the 2014 Annual Report. Once I completed the layout, it was edited by several staff. Lisa Mitchell and Melinda Shelton made the final layout edits necessary to post the document on the library’s website.
• I received budget information for FY2016 from our budget analyst. This “budget at a glance” will be shared with board members on Thursday, May 28.
• Two staff members will attend the ALA convention this year—Allie Graham (Librarian I in Arts, Literature and Sports) and Jared Millet (Collection Management Coordinator).
• Jim Baggett (BPL Archivist) attended the Alabama Historical Association (AHA) Annual Meeting in Mobile. He was elected to a second term on the AHA Board of Directors.
• The staff in archives is preparing to send 125 oral history cassette tapes to The Media Preserve, a Pennsylvania company for digitization. The project is funded by an $11,000 LSTA grant awarded through the Alabama Public Library Service (APLS).
• Staff at our libraries throughout the system are decorating and are in full swing with summer reading sign-ups. As in previous years, we will have programs for children, teens and adults.

Libraries Visited During This Period

Eastwood, Ensley, Inglenook, North Avondale, Powderly, Pratt City, Smithfield, Springville Road, and Wylam,

Update of Library Services

• During the month of April, our Catalog staff created 4,328 new bib records and 1,549 new records for the other JCLC libraries. Catalog also processed 3,671 new items. On the Acquisitions side, the staff placed orders for 2,104 new items and received 3,227 new items.
• This August, we will begin a subscription to the Financial Ratings Series online database from Weiss Ratings, whose material we have been receiving in the form of print subscriptions at Central.

Facilities Management

• Our facilities report has more specific information on our buildings.
• Patrons are taking a shortcut across the grassy slope at the Inglenook Branch Library and this is causing problems not only with the landscaping but the grass is often slippery and can be a tripping hazard. Buildings staff have met with Terry Oglesby regarding having a sidewalk cut in the area. The estimated cost is $20,000 to $25,000.
• We are now down to two libraries that still need security cameras. I continue to believe we will have this finished by the end of May—then we will be able to fill our vacant positions.
• With just one more month left in the budget year, funds are really drying out when it comes to HVAC repairs. However, Andre Bittas (Director of Planning Engineering and Permits) has asked for quotes to make needed repairs at our Avondale, East Lake, Southside, and West End Branch Libraries.
• Work is continuing on the patron elevator in the East Building of the Central Library. We are in a holding pattern until parts come in.

Accomplishment of Objectives Set Forth in Strategic Plan

• I will have a draft RFP for possible consultants to lead us through the strategic planning process ready for distribution at our meeting on Thursday, May 28.

Financial Report and Grants

• Mayor William Bell submitted his budget to the City Council on Tuesday, May 19. I have received a copy of the library’s budget “At A Glance.” It does indicate that all of our positions are still in the budget; one position was upgraded (Personnel Officer from Grade 24 to Grade 25); however, I cannot tell at this point if the part-time building service worker positions were given additional hours. I’ve asked questions but have not received responses to my questions. Additionally, I have not received any information on the capital requests. Perhaps by the time we meet on May 28, I will have answers to my questions.
• The City Council will have a public hearing on the budget Thursday, May 28 at 5:30. I plan to attend the budget hearing and once again make a plea for additional funds for our collection budget.
• All of our financial reports were included in your board packet. Once you review them, please let me know if you have questions.

Where I Need Your Assistance

I need assistance in moving forward with a few items which include the following:

• 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.
• On May 28, the City Council will have a budget hearing for the public at 5:30 p.m. In the past, this is basically where non-profits come before the Council and ask for funding. The Library has historically attended this session to ask for additional funds for our library materials. Again this year, BPL will have $786,000 for our collection—this will be spread out among our 19 library locations. When compared to a municipal library like Hoover, with one location and at least $650,000 for library materials, I really hope the Council will consider giving us more money. Will some of you consider joining me at the hearing on May 28?

What I Am Reading or Listening To This Month

• Tavis Smiley was fortunate—he was able to call Maya Angelou his second mother, mentor and friend. In his newest book, My Journey With Maya, Smiley recounts a relationship with this “phenomenal woman” that extended over several decades.

Two other books that I am enjoying during this period include

• An Apple A Day: Old-Fashioned Proverbs—Timeless Words to Live By by Caroline Taggart; and
• 101 Ways to Say Thank You: Notes of Gratitude for All Occasions by Kelly Browne.

Additional Information Provided at Board Meeting

• The 2014 Annual Report is now available on BPL's website at www.bplonline.org.
• The Foundation Board recently held a meeting which included Sean Mikula, of Power 10 Capital Campaign Management Company, to discuss the upcoming BPL Capital Campaign to support the renovation of the Central Library. Library staff has been working to collect documents to help Power 10 develop a case statement to be used in the Library's fundraising. The case statement will take about a month to be completed.
• Angela Fisher Hall and Olivia Alison asked for an extension until mid July to complete fund development initiatives, which will include the Development Plan (fundraising plan) and the Donations Procedures insert for the BPL Accounting Procedures Manual.
• A Request for Proposal (RFP) to coordinate a strategic plan for the Library was distributed. The Long Range Planning Committee needs to review.
• A policy for publications by staff was distributed. The Policies, Procedures, and By-Laws Committee needs to review.

Unfinished Business

• Katrina Watson inquired as to whether or not the Young Professionals are required to pay $250.00 per year or may they request that their employer pay the dues. Olivia Alison responded that the Young Professionals are aware that they may pay the dues themselves, request that their employer pay the dues, or may fund-raise for the dues. Either way, they are responsible for the $250.00 each.
• Dora Sims received a letter from the Freedom to Read Foundation thanking the Library Board for maintaining membership with the organization.
• Staff Day will be held at the Sloss Furnaces on Thursday, October 15, 2015. The Staff Day Committee is requesting that the Library Board consider donating $500.00 to go towards the cost of the staff gift.

New Business

• Kimberly Richardson would like to attend the 2015 American Library Association Conference that will be held in San Francisco, California. Georgia Blair moved to approve Kimberly Richardson's travel to the 2015 American Library Association Conference. Dora Sims seconded the motion, which passed.

Comments

• Kimberly Richardson asked that any comments from Library Board members be emailed to her and that they would become part of the May 28, 2015 Library Board minutes.

Submitted By

Angela Fisher Hall, Secretary