Birmingham Public Library Board Minutes

Call To Order

• Meeting called to order by President Kimberly Richardson.
• Samuel Rumore gave the invocation.

Approvals

• Judge Scott Vowell moved to have the Finance Committee and Long Range Planning Committee Reports added to the agenda. Sam Rumore seconded the motion which passed.
• Gwendolyn B. Guster Welch asked to have the 2016 Library Board Meeting Schedule removed from the Consent Agenda.
• Judge Scott Vowell moved approval with the exception of the 2016 Library Board Meeting Schedule. Gwendolyn B. Guster Welch seconded the motion which passed.
• Gwendolyn B. Guster Welch made a motion to move December 2016 Library Board meeting to December 15 rather than December 22, 2016. Dora Sims seconded the motion which passed. Judge Scott Vowell and Patty Pilkerton voted against the change.

Presentation

President Kim Richardson recognized Rosemary Siler for her 35 years of service to BPL. Siler has retired and could not attend the Board Meeting. A certificate of appreciation will be shared with Siler for her contribution to BPL.

Terry Oglesby, City Architect

Terry Oglesby could not attend the meeting. His staff meeting was taking place at the same time.

Nicole King, City Attorney

Attorney King did not have any updates for the Board.

Committee Reports

Finance Committee

• Judge Scott Vowell reported that the Finance Committee did meet—the minutes are attached. After a brief discussion, Vowell made a motion to approve the lease of two vehicles from Jim Skinner Ford for the library director and deputy director. The lease will include all insurance, tags, etc. Gwendolyn B. Guster Welch seconded the motion which passed.

Long Range Planning Committee Report

• Patty Pilkerton reported that the Long Range Planning Committee did meet—the minutes are attached. The committee agreed to present both proposals to the full board for their discussion and approval.
• After a lengthy discussion, no decision could be reached.
• Judge Scott Vowell made a motion to move the discussion to the January Committee of the Whole Meeting. Gwendolyn B. Guster Welch seconded the motion which passed.

Nominating Committee

• President Kim Richardson appointed members to the Nominating Committee. Judge Scott Vowell will serve as chair. Members include Gwendolyn B. Guster Welch and Dora Sims.

Director's Report for December 2015

• Angela Fisher Hall reported that she, President Kim Richardson, and Foundation President David Herring met with Jarvis Patton, Chief of Operations to give an update on the Feasibility Study and the cost for a Central Library Renovation. Patton would like to have this information before reaching a decision on spending for the Wylam Rebuild project. We would like to meet with him again after the December board meeting—possibly on December 18, 2015.
• Patton has been provided with a list of immediate library needs as the City prepares to spend the next $75 million in bond funds. Mayor William A. Bell has stated at his Town Hall Meetings that a total of $29 million will be spent on public facilities and this includes library projects. The immediate needs for our libraries total approximately $2.3 million for the Central Library and at least $1.5 million for branch projects—including the Wylam Rebuild project.
• The first phase of the Feasibility Study has suggested that the public cost for the renovation may be too high.
• The Foundation Board has agreed to move forward with a second phase of the Feasibility Study where at least 30 to 50 additional interviews will be completed with local leaders. Revisions will also be made to the case statement to give clarity to some items.
• In the revised case statement, the cost for the renovation will be identified as seeking 15 million from the City of Birmingham, 15 million from the private sector, and 15 million from grants.

Overview of Activities for this Period

• Thanks very much for the your support at last month’s board meeting. With your assistance, we have two committee meetings scheduled. The Long Range Planning Committee will meet on Thursday, December 10, at 3:30 and the Finance Committee on Saturday, December 12, at 9:00 a.m. After the first of the year, I will work with Board President Kim Richardson to schedule a Committee of the Whole to discuss staffing and hours at some of our branch locations which will be required to be in compliance with the City of Birmingham’s guidelines for the Alabama Gun Law passed in 2013.
• Thanks very much for the your support at last month’s board meeting. With your assistance, we have two committee meetings scheduled. The Long Range Planning Committee will meet on Thursday, December 10, at 3:30 and the Finance Committee on Saturday, December 12, at 9:00 a.m. After the first of the year, I will work with Board President Kim Richardson to schedule a Committee of the Whole to discuss staffing and hours at some of our branch locations which will be required to be in compliance with the City of Birmingham’s guidelines for the Alabama Gun Law passed in 2013.
• The first phase of the Foundation Board’s feasibility study has been completed by Power 10. Their findings have encouraged the Foundation Board to continue with the next phase of the Feasibility Study which means an additional 30-50 interviews. Additional information will be shared during the upcoming committee meetings for the Library Board.

• We had an audience of approximately 50 people for the book signing with Dr. Ed LaMonte and former Mayor Richard Arrington, Jr. Our archives staff sold more than 40 books and have requests for more to be printed.

• The Birmingham International Center is interested in partnering with us to present a huge exhibition on Spain. While Spain will not be the salute country for 2016, this exhibition has been put together by the Spanish government and touring various countries where partnerships with local libraries are possible. Our staff will meet with other officials on Wednesday, December 9 to determine if the exhibition can fit in our space.
• Edith Major has been able to schedule Structured Interview Training for about 12 of our employees. Peggy Polk has agreed to do the training specificially for our staff and others in the City who might need it. The training will take place on Inventory Day, December 17, at 9:00 a.m.
• The UAB Benevolent Fund will continue taking votes from UAB employees through today, Wednesday, December 9. Please encourage any UAB friends that you have to vote for our “TEENS ENGINEER BIRMINGHAM” project. If selected, BPL will receive $50,000 for STEM programming.
• I have sent a request to Peggy Polk asking for approval to move forward with filling our vacant positions. We currently have 7 full-time positions (this includes Jared Millet who is planning to leave shortly after the first of the year) and 16 part-time positions. I am holding back another 14 positions pending future discussions of staffing needs and library hours for the next fiscal year.
• On Thursday, December 10, the Leadership Birmingham Class of 2016 will be at the Central Library for Government Day. The speaker will be former Mayor Richard Arrington. Each year the Public Libraries In Jefferson County or JCLC, is identified as a model project showing how local governments can work together.
• The East Ensley Staff continues to accept the bread ministry. They have organized it so that it is easy to handle and not intrusive to the patrons. The patrons are very orderly as they come to make their selections.
• The Ensley staff is anticipating some much needed maintenance projects to replace or paint the shelving behind the circulation desk and a fresh coat of paint for the meeting room plus drywall repair.
• North Birmingham staff continues to create displays of DVDs to promote circulation of the collection in all areas--the display changes monthly. Byron Williams has been extremely helpful in the circulation area—has been selected as the new LAIII at Pratt City. He is well-versed on circulation policies and procedures, and does not appear to have a problem handling any task given.
• At North Birmingham, the board books are better organized with letters on the spine to indicate where they should be shelved (in browsing order). It has been interesting to see the children look at the books and place them back where they belong without help. Even though it has been tough on the region, the movement of staff to cover at all branches in the region is always an eye opener. Ideas and practices are shared they are helpful to all.
• Avondale Youth Family Fun Night had a small but energetic audience. This month featured Native American history and stories. The children loved sitting in a circle around the fake campfire with the teepeein the background. The group was small enough to pass around some of Mrs. Eve’s Native American artifacts. The “hands on” aspect was fabulous and something that is rarely done due to the usually large crowd at the family night programs. Check out the pictures on Facebook.
• The Eat Drink Read Write Committee has recruited several new members including Jean Shanks, Alisha Johnson, David Ryan, Karen Jackson and possibly Karnecia Williams. Their first 2016 planning meeting took place on December 8.
• North Avondale started a children’s “picture book” book club that will meet monthly after school. Marie Nash is spearheading this group. There was a nice group of nine to register and participate during the first session featuring the book The Giving Tree by Shel Silverstein. The group did a read-aloud, discussion, and short book review worksheet. This worksheet included the title, author, favorite part of book and characters.
• Inglenook Library has been providing a series of afterschool programs for children including Young Leadership Monday, Read Day, and Game Day, and Movie Showing.
• Springville Road’s Adult Coffee, Conversation and Crafts program broke all attendance records with 43 participants on November 9. The group made holiday ornaments. Other recent programs have included Beaded Safety Pins and Holiday Stained-Glass Luminaries.1-2-3 Play With Me ended mid-November for the Springville Road Library. We had more kids than ever and a special visit from the Junior League’s Yummy Truck.
• The Springville Road Storytellers presented the License to Read skit for 25 kindergarteners at Huffman Academy. We told them about the importance of signing up for a library card and distributed applications and information for the students to take home to their parents. The children, at the Springville Road Holiday Open House had a blast helping us prepare for the holidays. They enjoyed treats while they helped decorate our life-sized gingerbread house, wrote letters to Santa, and made ornaments for their trees at home.
• The Western Region library patrons are enjoying after school programs provided by the Hill Crest Foundation Grant. On December 8, the Five Points West Branch hosted the annual Holiday Open House with live music provided by the S.M.I.T.H. Family Entertainment. The December Family Night program followed the Open House and featured a light meal, stories, songs, and crafts.
• The West End Branch hosted a Holiday Event on the evening of December 8 featuring a variety of choirs and soloists.
• Monica Cottrell, Five Points West LAIII, will be teaching computer classes at the library every Tuesday from January 5 through February 9, 2016 for the Jefferson County Office of Senior Citizens. The classes are not open to the public but are designed specifically for training 12 adults referred by the organization.

Libraries Visited and Community Events During This Period:

• Nov 16 Town Hall Meeting with Mayor William Bell at Oxmoor Valley Recreation Center at 6:00 p.m. The meetings are designed to receive input from residents on capital projects.
• Nov 18 LSTA Advisory Committee Meeting in Montgomery at Alabama Public Library Service
• Nov 18 Town Hall Meeting with Mayor William Bell at Sandusky/Hudson Recreation Center at 6:00 p.m.
• Nov 23 Town Hall Meeting with Mayor William Bell at Harriman Park and Recreation Center at 6:00 p.m. This meeting was attended by Felita Hawkins, Southern Region Coordinator—even though I started out for the meeting, I had to head home instead.
• Dec 1 Birmingham City Council Meeting (presentation regarding the 3-Star Library Award had to be rescheduled due to the length of the City Council Meeting—rescheduled now for Tuesday, December 22, 2015.
• Dec 1 Jefferson County Public Library Association (JCPLA) Annual Holiday Luncheon and Library Champion Presentation—next year, our own Mary Ann Ellis (Southern History) will serve as the Vice President for the JCPLA organization. Our BPL award recipients included:
  • Carmelo Aliano was nominated by Jean Shanks on behalf of the BPL Wylam Branch. Mr. Aliano's diligent work with local leadership has been instrumental in getting a new library building for the Wylam community.
  • Dionne Clark was nominated by Sandi Lee on behalf of the BPL Woodlawn Branch. Ms. Clark has been an integral part of the launch and success of the Prime Time Family Reading Time program.
  • James "Jim" White, III was nominated by Olivia Alison on behalf of BPL Central. Mr. White is a founding officer of the BPL Foundation Board and has given more than 17 years of volunteer service. He stepped down from service in September.
• Dec 4-8 Vacation Time.

Update of Library Services

• In November, Cataloging created 4,271 new bib records for BPL items and 1,606 new bibs for requests from municipal libraries. Cataloging processed 3,820 new items. Acquisitions placed orders for 2,067 new items and received 2,734. In November our ECO-Pro disc repair machines were used to clean 978 discs.

Facilities Management

• The buildings update is included in your board packet.
• At the Finance Committee Meeting, we will have an update to share on the cost of the Wylam Branch Rebuild project.
• On Thursday, December 10, I plan to send an email to City Department Heads asking if they want to take a look at furniture we currently have in our storage units. Some pieces are usable. The first step in the process is to delete items from these units by having our branch managers and department heads take a look. The deadline for the City Department Heads will be December 22.

Accomplishment of Objectives Set Forth in Strategic Plan

• The Library’s Long Range Planning (LRP) Committee will meet on Thursday, December 10 to discuss two proposals shared by the same companies that provided quotes before. At the request of our board president and LRP committee chair, I asked the consultants to share proposals based on our available funds of $20,000 and focusing on the extension and proper implementation of our current plan.

Financial Report and Grants

• Our financial report is included in your packet. After your review, please let me know if you have questions.
• Our development staff will have a quarterly review available for you at the January board meeting. This will include an update on the annual giving campaign, our grants, and other donations. To date, our annual campaign has brought in over $8,000.

• I was contacted by the Director of Finance for the City, Tom Barnett. He indicated that somehow our audit for 2014 was not requested—he was not familiar with our need to have the audit done and the 2014 year was conducted by a new vendor. He has requested a 2015 audit on the Library Fund; however, to include 2014 will cost an additional $7,000.

• On “Giving Tuesday,” BPL received a total of just under $700. Usually JCLC uses this day to raise funds for the cooperative. Next year, we will devote more time to planning.
• The matching grant funds for our $50,000 LSTA grant have been set up in the City’s budget. We will receive a match of just over $9,300 from the City. Staff will meet soon to put in place a timeline for purchasing new equipment and getting it installed.
• The Women’s Network Holiday Party With A Purpose, which took place in the Linn-Henley Research Building on November 12, 2015, raised a total of just over $2,000 for BPL—the total raised was split between BPL and Better Basics.
• We have been in communication with a representative from the Alabama Media Group regarding funds from the sell of Birmingham Best Bites. They are expecting to make a contribution of at least $3500 to $4000 to BPL—they have sold approximately 1800 copies of the publication. I have asked our webmaster to make certain our website has a link to the publication with a notation of our partnership with the Alabama Media Group.

Where I Need Your Assistance

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

• After the first of the year, I want to work with our board president to schedule a Committee of the Whole Board Meeting to discuss an assignment given to all cultural organizations that receive money from the City of Birmingham. These organizations have been asked to make adjustments to become compliant with the State of Alabama Gun Law which was passed in 2013. This will require that all of our libraries have security during the hours the libraries are open and that each location has some type of security device such as a scanner in place along with signage.
• We will need a meeting of the Policies Committee after the first of the year to review the proposed changes for our meeting room guidelines. Additionally, I need to hear back from our City Attorney Nicole King regarding the intellectual property draft policy for staff. Our board needs to move forward with approval of that document.
• With the purchase of new equipment for our Teen Services, we need more space to create a “teaching area.” During our upcoming Long Range Planning Committee Meeting, I want to share my thought about using additional space.

Angela Fisher Hall requested the board's action on the following items:

• Closing the Smithfield Branch Library for the Birmingham Bowl Game on Wednesday, December 30, 2015. Patty Pilkerton moved to approve the request. Judge Scott Vowell seconded the motion which passed.
• With more than 35 vacant positions—eight of which are full-time—it is difficult for us to provide the coverage we need at all of our libraries. At this time, I request that we be allowed to close our community and neighborhood branch libraries from 1:00 p.m. until 2:00 p.m. each day they are opened for lunch. Gwendolyn B. Guster Welch suggested that only the community libraries close from 1:00 p.m. until 2:00 p.m. and the neighborhood libraries continue to close from 12;00 p.m. until 1:00 p.m. in order to give residents as much accessibility as possible. Judge Scott Vowell made a motion to approve this suggestion. Georgia Morgan Blair seconded the motion which passed.
• The Library Rules need to be updated at the next policy committee meeting to include a mention of no public soliciting in, or outside, of our library buildings.

New Business

• Dora Sims requested the board’s approval to attend the American Library Association's annual meeting in Boston to continue her committee work. Sims indicated the meeting will take place in January 2016 and that her expenses would total $1,000 or less. Judge Scott Vowell moved approval. Georgia Morgan Blair seconded the motion which passed.
• Georgia Morgan Blair indicated it is time for the library director’s six month evaluation. She shared a copy of the evaluation document with all board members and asked that they send they responses, in a sealed envelope, to Jennifer Neely, Administrative Assistant, by January 5, 2016. Kim Richardson volunteered to create a Survey Monkey evaluation document to help with the process.

Comments

• Katrina Watson noted that it has been a pleasure to serve on the Board for five years.
• Regina Ammons stated that this would be her last meeting as the Friends’ Council President.
• Dora Sims offered her thanks to Angela and the staff for their work and a thank you to Roy Williams as well.
• Georgia Morgan Blair congratulated Sandi Lee on her selection as Deputy Director. Blair also noted that she recently spent time in Belize.
• Sam Rumore thanked everyone for the opportunity to serve on the Board for the past 10 years. This might be his last meeting.
• Gwendolyn B. Guster Welch stated that Edith Major is always advocating on behalf of the library. She posted a photo on Facebook of Lance Simpson welcoming students into the library after school. Welch wished everyone a Merry Christmas and Happy New Year.
• Angela Fisher Hall said she has really enjoyed the past year and thanked the board for being extremely supportive.
• Kim Richardson stated that she attended her first Library Champion Luncheon and enjoyed the event. She ended the meeting by thanking Rosemary Siler for her 35 years of service to BPL.

Submitted By

Angela Fisher Hall, Secretary