Birmingham Public Library Board Minutes

Call To Order

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

Approvals

• Judge Vowell moved the approval of the agenda. Dora Sims seconded the motion, which passed.
• Georgia Morgan Blair moved the approval of the consent agenda. Dora Sims seconded the motion, which passed.

Terry Oglesby, City Architect

• The Wylam Library renovation project is progressing and a meeting will be held on Friday, July 24, 2015 at 10:00 a.m. to discuss the finishes and furnishings of the new building.
• The Central Library escalators are out of order and signs have been placed stating that neither patrons or employees are allowed to walk either up or down. The elevators in the East Building are in service and if needed, patrons may use the fire exit stairs.
• Currently, the West End and East Lake Libraries will close at noon each day and will remain closed on Saturdays due to air conditioning problems. City Council has approved funds for a cooling tower for East Lake.

Presentation

• The Library Board recognized Karyn Davis West, Billy Conner, Rod Gadson, Felita Yarbrough, Kenneth Padgett, Byron Hall, and Lawrence Billups, IV for the successful installation of security cameras at all BPL locations.

Nicole King, City Attorney

• Attorney King stated that she was currently reviewing the sample affiliation contract agreement for the Foundation and the Library. Attorney King feels that the document can be tweaked to serve as an agreement between the Foundation and the Library.

Committee of the Whole

• Georgia Morgan Blair moved to approve the Library Director's salary to begin at grade 37-7. Katrina Watson seconded the motion, which passed.
• Gwendolyn B. Guster Welch moved to accept the revised Library Director evaluation form. Samuel Rumore seconded the motion, which passed.

Advocacy Committee

• Gwendolyn B. Guster Welch moved to approve inviting former Public Relations Department Head, Chanda Temple, as well as Food Network star Martie Duncan to an upcoming Library Board meeting for recognition of their work on the Best Bites Cookbook. Sam Rumore seconded the motion, which passed.

Director's Report

Overview of Activities for this Period

• I met with Jarvis Patton on Monday, July 13, 2015. We discussed the vacant positions throughout our system and I gave Jarvis an update on how we plan to rectify the discrepancies with our part-time hours. Jarvis was able to confirm that funding is available in our budget to fill the full-time positions which are being advertised now. All of the positions, except the associate director's position, are set to close on Monday, July 20.
• The AD position will close on Wednesday, July 29, 2015. Edith Major and I will submit the three top candidate applications to our Personnel Committee for their review. The Library Board is responsible for interviewing applicants for the AD position.
• During this period, our Business Office and Collection Management Division are both working to reconcile records to close out the FY2015 period and make plans for FY2016. Please review the financial updates where I have made budget projections for FY2016.
• Summer reading is moving into its final weeks throughout our system. This has been a very active period for us. Staff and patrons have been pleased with attendance and the quality of our programs.

Libraries Visited and Community Events During This Period

• I visited the following libraries during this period—Avondale, East Ensley, and Pratt City.
• I briefly attended the Teen Tailgate Party at our Central Library on Friday, June 19, 2015.
• Participated with BPL Staff members in the 2015 American Heart Association Heart Walk—our staff raised $1500 for the event. BPL was one of only a few City Departments that participated.
• Spoke at 11th Avenue Church of God in Christ for the Annual Women's Day Program on Sunday, June 28, 2015.
• On June 29, 2015, I brought greetings to the Pratt City Community during a meeting organized by the City’s Community Development Department. The meeting was designed to give an update on plans being made for the Pratt City area.
• On July 1, 2015, I attended the Ribbon Cutting for the Birmingham Botanical Gardens and Zoo's new entrance at Cahaba Road. After the programs, I had the opportunity to speak with Mayor Bell and City Council Representatives Jay Roberson, Sheila Tyson, and Valerie Abbott.
• On Friday, July 10, staff from several branches gathered at the Central Library to thank student workers who participated in the Division of Youth Services, FOX6 Kids and Jobs program. We had pizza and were able to thank the young people by giving them certificates to commemorate their time with us.
• Attended the City of Birmingham's Employee Family Day at the East Pinson Valley Park. Several BPL staff and family members won recognition during the impromptu dance competition. Special thanks to the families of Edith Major, Jennifer Neely, and Tonya Clarke (Tonya received first place in one competition herself) for their dance moves—Jarvis Patton was very impressed with our ability to dance.
• I attended the video-conference Alabama Public Library Service Administrator's Meeting at the Central Library on Wednesday, July 15, 2015.

• I attended the Ensley Neighborhood Association on Thursday, July 16 at the McAlpine Recreation Center. Both Mark Skinner from East Ensley and I gave updates on the libraries in the area—and all BPL libraries in general.

• On the first and second Thursday of each month, I attend meetings for the Public Libraries In Jefferson County, dba JCLC. The meetings are now taking place at the Homewood Public Library.

Update of Library Services

• I will provide an update on our numbers for Collection Management next month.
• Our Teen Librarian Lance Simpson, and other staff in our Central Youth Department, have been instrumental in establishing a partnership between BPL and UAB's School of Engineering (UABSOE). The School of Engineering is very interested in establishing a long term partnership with BPL to provide STEM programming for teens throughout our system. They will do a trial, week-long program at the end of the summer at no cost to BPL and then will provide a weekly program after that. A grant application to the Best Buy Community Foundation on June 28, 2015 for $10,000 has been submitted. This will provide the necessary equipment for the weekly program.
• A new book published by the American Library Association (ALA) highlights three of BPL's programs. The book, Archives Alive: Expanding Engagement with Public Library Archives and Special Collections by Diantha Dow Schull, explores "the changing landscape of programming and communications in public library archives and special collections." It features three BPL programs: the Birmingham Cultural Alliance Program (BCAP) after school program which has been in existence since 2000; the traveling exhibition "Both Sides of the Lens: Photographs of the Shackelford Family, Fayette County, Alabama, 1900-1935;" and "Letter from Birmingham Jail: A Worldwide Celebration." The Archives' 2014 exhibition "Ladies, Gentlemen, and Bazards: The Art of Lois Wilson" was featured in a June 2014 episode of the FOX6 Series Absolutely Alabama.

Facilities Management

• We were overwhelmed this year with A/C issues at several of our libraries. At West End, Five Points West, and East Lake, we have closed the buildings early due to the rising temperatures inside the buildings.
• The Foundation has approved spending to engage Bhate Engineering to conduct geotechnical exploration to determine the cause of the "sinking" in flooring along the first floor hallway. Bhate staff have been in touch with Terry Oglesby to get floor plans showing the design and underground utilities that exist in the area.
• Our facilities report has more specific information on our buildings.

Accomplishment of Objectives Set Forth in Strategic Plan

• We should now be able to move forward with a Long Range Planning Committee Meeting to approve the RFP needed to appoint a consultant to assist with the Strategic Plan. I will contact our Committee Chair Katrina Watson and make plans to set that meeting up.

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.
• Once you view the report for City Funding, please pay special attention to the amount spent last year for total salaries and benefits. As you can see, we left just over $500,000 on the table by not filling vacant positions.
• Included in your board report, you will find estimated spending for our State Aid. Funding for State Aid this year will not include the $30,000 bonus that we received the last two years. Spending will be tight and we will need to generate additional funds for programs and other special projects. I will work closely with our staff this fiscal year to make certain we remain within our budget goals.

Where I Need Your Assistance

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

• Now that I have taken a close look at our budget for the next fiscal year, it will be important for the policy committee to review the meeting room guidelines. The new policy can possibly help to generate new and much needed revenue for the library. Also, there is a draft policy regarding the intellectual property rights of documents created by library staff while working at the library.
• Once we complete our next meeting for the Wylam Rebuild project, we will be ready to have a meeting for the Long Range Planning Committee as we consider the finishes and possible furniture for the building. There is also a draft PDF for a consultant(s) to lead our Strategic Planning Process. If we could meet during the first week of August, that should work with our schedule.

What I Am Reading or Listening To This Month

• The next book that I will read is Go Set A Watchman by Harper Lee. Hopefully, I can begin reading it this weekend.

Other Items Shared from Director

• There will be a meeting at Wylam Library on tomorrow, July 24, 2015 to discuss the interior design plans.
• A Long Range Planning Committee meeting will need to be scheduled to discuss the upcoming strategic plan.
• A Finance Committee meeting will need to be scheduled to discuss the draft Gifts, Grants, and Donations Accounting Procedures document.
• A Personnel Committee meeting will need to be scheduled to review the applications for the Associate Director position.
• A Policies, Procedures, and By-Laws Committee meeting will need to be scheduled to discuss the proposed new Meeting Room Policy as well as the Policy for Publications Created by Staff.

Unfinished Business

• Kimberly Richardson has asked Angela Hall to give monthly updates on the Library's progress with the strategic plan.

New Business

• Dora Sims submitted her 2015 ALA Annual Conference report.
• Kimberly Richardson thanked the Library Board for approving her attendance at the 2015 ALA Annual Conference.
• Gwendolyn B. Guster Welch moved to approve the August 27, 2015 Library Board meeting to be held at the North Birmingham Library. Dora Sims seconded the motion, which passed.

Comments

• Dora Sims thanked the Library Board for approving her trip to the 2015 ALA Annual Conference.
• Georgia Morgan Blair thanked Dora Sims for her 2015 ALA Annual Conference report and thanked Kimberly Richardson for her 2015 ALA Annual Conference update. Mrs. Blair also stated that she has visited several library branches since the last Library Board meeting.
• Gwendolyn B. Guster Welch acknowledged the expertise that Kimberly Richardson has with regards to fundraising, thanked Angela Hall for being actively engaged in the community, and mentioned the new Tuscaloosa Digital Library.

Submitted By

Angela Fisher Hall, Secretary