Birmingham Public Library Board Minutes

Call To Order

• Meeting called to order by President Kimberly Richardson.
• Willie S. Davis III gave the invocation.

Public Voices

Dr. Regina Ammon, President of the Friends of the Birmingham Public Library, announced the progress of the BPL Friends Bookstore. She introduced Thracie Pace, Manager of the Friends Bookstore and Hope Cooper, BPL Retiree.

Presentations

Kimberly Richardson introduced Lance Simpson, BPL System Teen Librarian and Carrie Campbell, Grant Writer. Lance Simpson presented information about teen programming including grants received adding up to approximately $83,000 in grant funding including $50,000 from the UAB Benevolent Fund Community Impact Award. A portion of the funds have been put towards a classroom set of MacBooks and programs such as robotics and computer coding. UAB School of Engineering has formally partnered with BPL to provide after school programs at the BPL, Southside, and Woodlawn. Gwendolyn B. Guster Welch commended Simpson on his presentation and active role in the library. Kimberly Richardson presented Certificates of Accomplishment to Simpson and Carrie Campbell.

Approval of Agenda

Dora U. Sims requested to make a change to add Advocacy Report before Unfinished Business. With the addition of the Advocacy Report, Sims moved approval of the agenda. Judge Scott Vowell seconded the motion, and it was approved.

Approval of Consent Agenda

Gwendolyn B. Guster Welch requested to remove the Policy Committee report from the consent agenda if there were questions. There were no questions about the Policy Committee report, but there were others requesting to have the personnel actions and financial reports removed from the consent agenda. Gwendolyn B. Guster Welch moved to approve the consent agenda with only the minutes from February 25, 2016 board meeting and the Policies Committee report. Dora U. Sims seconded the motion which was approved.

Financial Reports

Angela Fisher Hall answered questions about the financial reports, and the action items from these questions included asking the City Council for additional funds on line items that typically reach 100% before the end of the fiscal year such as supplies. Kimberly Richardson recommended a cost-benefit analysis to be conducted for the cost of sending letters in the mail for overdue items and if the financial response if viable for it to continue. Angela Fisher Hall indicated the JCLC Directors may already be looking into this. Gwendolyn B. Guster Welch recommends that certain items in the check history have a line explaining the charges. Welch also recommends asking the contractor working on the map collection to donate his time instead of receiving payment for cataloging the maps.

Personnel Actions

Edith Major presented corrections to the Personnel Actions. Mary McCann’s salary is listed as hourly but needs to be bi-weekly. Juaneka Wiley and Charlene Brooks were removed and will be added next month. Roderick Ziegler’s bi-weekly salary of $2114.40 and Tamiko Nixon’s bi-weekly salary of $1578.40 were added to the report. Georgia Morgan Blair moved approval of Personnel Actions. Dora U. Sims seconded the motion which was approved.

Terry Oglesby, City Architect

Terry Oglesby gave an update on the Woodlawn roof leaks which have been repaired. The repairs need to be checked, and Oglesby will take care of that as soon as he can. The Mayor’s Office is working with Trane to do energy audit on some of the city’s buildings and roofing work to include the Central Library, Springville Road, East Lake, North Avondale, and several other libraries. Oglesby requested a copy of repairs for Inglenook’s air conditioning and roof leak to check to see if it is under warranty.

Nicole King, City Attorney

Nicole King reported that she reviewed the contract for the strategic plan and revised it. She stated the board president and director have reviewed the contract, and it is now in the process of being sent to the consultants. Attorney King notified the Board that Attorney Caroline Jackson is working on the Intellectual Property Agreement and should possibly have it by the beginning of next month.

Operational Items Requiring Board Approval

• Kimberly Richardson reported that while looking at the figures for next year’s budget, shortfalls in salary for this current year became apparent. Based on the authorization that had been given in the prior month’s board meeting to complete the budget, board members Georgia Morgan Blair, Judge Scott Vowell, Eunice Johnson Rogers and Kimberly Richardson held a meeting with BPL staff members Angela Fisher Hall, Sandra Vick Lee, Olivia Alison, and Edith Major on March 21, 2016 to talk about possible solutions to the shortfall and ultimately, recommended permanently deleting 16 positions. There was not enough time to give public notice of this meeting, and Richardson clarifies it was not the intent to skirt the Open Meetings Law.

• Kimberly Richardson requested a special report of allocations and salaries through the city payroll office and recommended having the report requested on a regular basis. She will request Barbara McGrue and Peggy Polk to hold a training session for staff and Board around budget reports and systems. As a result of this discussion, Kimberly Richardson requests a Personnel Committee meeting to address the identified issues. Patty Pilkerton moved to delete the 16 positions. Dora U. Sims seconded the motion which was approved.

• Angela Fisher Hall asked the Board to approve acceptance of a disbursement of $6,000 from the Community Foundation as part of the Weather’s Fund. Georgia Morgan Blair moved to approve the disbursement, and Eunice Johnson Rogers seconded the motion which passed.
• Angela Fisher Hall asked the Board to approve using Library Fund 60 money to cover a potential shortfall of funds for off-duty officers and the chief security officer position. The shortfall is estimated to be a total of $40,000. With the Board’s approval, $34,000 will be used from the Library Fund 60 money and $6,000 from the Community Foundation disbursement. Georgia Morgan Blair moved to approve the use of funds, and Dora U. Sims seconded the motion which passed.
• Gwendolyn B. Guster Welch requested Angela Fisher Hall ask Edith Major, Personnel Officer to run the remaining balance of hours for the part time employees as close to the meeting dates as possible.

Committee Reports

Advocacy Committee Report

• Dora U. Sims updated the Board on the planning of the Directors’ reception, the incentive program for innovative programs, and planning for cake and punch at each branch in October during Friends of Libraries Week. Sims moved approval for the board to accept the reception invitation with the change of location to the First Floor Atrium and other corrections; to ask the administration team to determine the menu for the event; to allocate $50 to each branch and Central Library twice a year for innovative programs to come out of the Board Fund; and to allow administration to use Board Fund money to provide cake and punch for each branch during National Friends of Library Week in October. Judge Scott Vowell seconded the motion which passed.

Unfinished Business

• There was no unfinished business.

New Business

• There was no new business.

Director's Report

Overview of Activities for this Period

• Tobin Cataldo is recommended for the Coordinator of Collection Management position. He is currently a Systems Analyst in the Catalog and Acquisitions Department and has worked for this system for more than 10 years.
• The staff is working on two programs for more exposure with the business community. The first is with the Birmingham Sister City Commission, and we are working on a reception for business leaders to introduce them to our Japanese friendship doll, Miss Iwate. The reception is scheduled for May 3, 2016. We are also working on a partnership with the Birmingham International Center to bring an exhibition to the Central Library titled Designing America: Spain’s Imprint in the U.S. This will give us an opportunity to showcase our collection and offer exposure to the business community.
• The staff has been planning summer reading initiatives for 2016 with more than 500 public programs going on throughout our system.
• Angela Fisher Hall has been accepted into the Leadership Alabama Program. It is an opportunity to network and meet 50-60 leaders across the state during 4 weekend meetings over a 9 month period. This will be an opportunity to learn more about how the state operates.

• Angela Fisher Hall introduced two new staff members, Mary McCann, Senior Secretary and Tiffanie Jeter, Development Associate. These two staff members complete the Administration team.

• I have been selected to serve on the American Library Association’s Council Committee on Professional Ethics. This will be a two year appointment beginning in July 2016 through June 2018. According to the ALA website, this is an explanation of the committee’s focus: “The council committee on professional ethics shall augment the Code of Ethics by explanatory interpretations and additional statements, prepared by this committee or elicited from other units of ALA. When units of the association develop statements dealing with ethical issues, a copy will be sent to the committee on professional ethics for review so that it may be compared to the existing ALA code of ethics in order to determine whether or not conflicts occur.” In addition to my work on the PLA Family Engagement Learning Community, in conjunction with Harvard Research, this is my second national opportunity to work with other leaders in libraries around the country.
• During this period, we have been consumed with details pertaining to our budget—our current year, as well as preparation for FY2017. Included in this package, you will find a copy of our FY2017 Budget Submission, as well as a listing of staff working throughout our system. This information was requested at the last Committee of the Whole Meeting in February. Please review the information and I will be happy to address any questions you have.
• The Library Foundation Board has been discussing changes necessary as a result of the assets merger with the Friends. Our Foundation Board will meet again in May 2016 and should be able to vote on new recommendations. We are also awaiting a final draft of the Memorandum of Understanding that the City’s Legal Department is working on for our organizations.
• The Library Foundation Board has agreed to sponsor a library team for the 2016 Birmingham’s Brightest Company Trivia Competition.
• Mark your calendars for Tuesday, April 12, 2016. As part of National Library Week, Mayor William A. Bell will present a proclamation to the library. Come out and join us if you can.
• National Volunteer Week is April 10-16 and we are just too busy to schedule our Volunteer Luncheon during that week. We are planning to hold the event on Thursday, April 21, 2016 instead.
• Work continues on the big move for the bookstore. It will reopen in its new location on Monday, March 28, 2016.
• Twelve BPL staff will attend the 2016 Public Library Association Conference in Denver. The annual meeting is scheduled for April 4-9, 2016.
• I have been invited to participate in the Birmingham Business Journal’s Bizwomen Mentoring Monday networking event at Ross Bridge on Monday, April 4, from 7:30 a.m. until 9:30 a.m.
• There were three applicants for the Collection Management Coordinator position—two who currently work in our system and one who previously worked at a municipal library in our Jefferson County Library Cooperative. Our interview team has made a selection and I will share the name of the selected individual at our board meeting on Thursday, March 24.

• Mary McCann has been hired as the new Senior Secretary, Administrative Assistant III for Administration. She begins her new duties on Monday, March 21. We will be so glad to see her! Mary will be introduced to all of you at the board meeting. Our Admin Team truly has an appreciation for the work everyone is responsible for contributing to our daily operation.

• Recently, our staff were able to participate in the Birmingham Business Journal’s Best Places to Work Annual Survey. The survey, designed to measure general employee thoughts and satisfaction about their workplace, will provide good background information on what our employees are thinking about the workplace. We were only 6 applications short of being considered as “Best Place to Work” with about 130 responses. However, in April, we will receive the results of the survey and should be able to use the findings as we work on our strategic plan.
• With the addition of Yolanda Hardy as Coordinator for the Eastern Region, our Deputy Director Sandra Vick Lee is now devoting time for training Yolanda and introducing her to community groups in the region.
• The recent job hirings for this period have brought about 14 new people to our system and one promotion. Additional information appears on the Personnel Action form included in your packet.
• Board member Dora Sims shared information from a recent conference regarding libraries that offer passport processing as a source of income. Deputy Director Sandra Vick Lee took a look at what would be required if BPL decided to apply for this designation. These are the steps involved: An entity does have to apply to become a Passport Acceptance Facilities. The State Department issues the credentials based on the need in the region and what other facilities are already close by. Items we would need to address prior to making an application:
• a) What staff members would be responsible for providing this service - there is special training requirements and regular training updates that the staff would have to comply with. There are also a number of background checks that must provide information about whether a staff member is on probation related to any Federal, state, or local felony or misdemeanor related to breach of trust or moral turpitude (there is a list giving examples of these offenses). Are not presently under indictment for any Federal, State, or local felony or misdemeanor related to breach of trust or moral turpitude. Are free of any Federal, State or local felony convictions or misdemeanor convictions related to breach of trust or moral turpitude.
• b) We would have to hold original documents, i.e. birth certificates, during the passport process. These are returned to the applicant once the State Department issues the application.
• c) There would be postage costs for this item. We would also have to identify a location that is secure to hold these documents.
• d) We would not have any idea at first the quantity we might receive.
• e) We would also have to mail the original application to the Records Services in Washington, DC for permanent archival. Again a mailing cost. We would really need to investigate this process to be completely sure what role we would play in this process. There is a section that discusses how the applications are sent electronically but it is unclear exactly which agency does this. It might be a bank but I have asked Danny to check with Wells Fargo to see if they participate with the U.S. Treasury.
• f) If accepted as a Passport facility, we would have to complete an initial certification and then do an annual follow-up certification to remain a facility.
• g) We would have to advertise the hours that the services would be available and we would have to have certificated staff available at all times during the posted hours. We would also have to provide several levels of service that include the routine and expedited processes for passports.

Perhaps we can revisit this as we talk about our strategic plan and new revenue streams for BPL.

Other Activities Around Our System for this Period:

In this portion of our report, Deputy Director Sandra Vick Lee has given special focus to the variety of partnership our branch and department staff are engaged in carrying out. Please review and let us know if you have questions.

• March 1st was a very busy day at a number of our libraries. Voting machines began arriving on February 26 at Avondale, North Avondale, Five Points West and other locations. Super Tuesday was a very busy day at all of our polling locations.
• 123 Play with Me sessions concluded at Avondale, Springville Road, and Central. The next series will be held at Five Points West and North Birmingham. The Junior League is will funding this program again for the upcoming year.
• The Hillcrest Afterschool Grant program opportunities are continuing in the libraries. Programs started last fall and this month the featured program is a Theatre UAB program dealing with bullies and helps to raise questions and offers solutions about this age-old problem. How should you respond when you're being bullied? How can you make bullying stop? Also featured this month is Alabama 4H Science School for an afternoon of hands-on-fun as they introduce some of Alabama’s most famous reptiles—turtle, snake, gator, and more, oh my!

• All the programs for Summer Reading have been planned and booked. Calendar information and publicity have been sent to the Public Relations department. The Jericho Cotchery Foundation will sponsor the Teen Tail Gate party in June. This has been an annual event for over 6 years and a highlight of the Teen Reading program. Programs are being scheduled for children, teen and adults. APT and Polly McClure (Read Out and Read Alabama) will again sponsor and promote the Rx for Summer Reading initiative. We have confirmed summer reading partnerships with Barnes and Noble, Alabama Sports Hall of Fame and Rally’s.

• Our new partnership with the New Rising Star Community Support Organization for afternoon snacks has been going extremely well. New children are visiting the libraries in the afternoon. Through the United Way and the Community Foundation, New Rising Star has received approval for a Child Nutrition program in which we are being able to participate. The program is part of a federal Department of Education initiative administered through the State of Alabama. East Lake, Woodlawn, Inglenook, North Avondale and the Central Library Youth Department are the libraries participating in the partnership.
• Prime Time Family Reading Time is in full swing at the Inglenook Library. We have had a great response for the program as well as some great volunteers from the community. Dinner is furnished as a part of the program and we have three community volunteers as well as a Junior League volunteer that is helping with these sessions. The program engages families in modeled literacy interactions between parents and children. It strives to introduce wonderful stories and parent/child conversation about the stories to increase comprehension and fruitful family interaction. Five Points West Regional Library will begin their series next month.
• Eat, Drink, Read, Write planning is in full swing with many great program ideas already on the table and contacts begin made throughout the community and the nation. Please save some time during the first week in October to attend this great event! More information to come!

• Avondale has been sending out Throwback Thursdays on their Facebook page. They are posting items related to Avondale history from the BPL digital collections. Last Thursday's post, featuring Miss Fancy, has reached 213 people at last count. The Youth Department featured Books & Ballet for their Family Night. The Birmingham Ballet was featured as two costumed dancers read a child-friendly version of Don Quixote and the scene of him fighting the “giants” (windmills). After the reading of the book, they performed a piece from their current performance. The children and parents were mesmerized. The night ended with the children making a bubble popping craft and eating cake. The pictures added to Facebook are fantastic and have received over 1,600 hits!

• Springville Road hosted a wonderful Black History month program, Our Quilts, Our Souls, Our Heritage. It was a book signing featuring author Phyllis Lawson’s book Quilt of Souls and a heirloom quilt workshop by Marlene Bennett Jones. This is an email sent from the library by Kelly Laney, Adult Services Librarian –

“I'm in the department covering lunches, but we had 46 for the book talk, and 36 in the workshop. Mary Allison is thrilled beyond words. Lots of new faces who aren't regular library patrons, so we plugged the Expo and all of SR's programs, as well as library programs in general. Really positive for the library. Staff here is short, but they are performing like troopers, making everyone welcome, anticipating needs, covering departments, setting up for the author's signing, making signs, directing traffic, assembling handouts and generally just doing everything beautifully. I am so proud of them. I've said it before and I'll say it again, WE HAVE THE BEST STAFF IN THE WORLD!!!!”

Libraries Visited/Meetings Attended/ Community Events During This Period:

This listing basically covers my involvement in activities during this period. Deputy Director Sandra Vick Lee is also involved in a number of activities that she reports to me and those items are used for her evaluation.

• Mar 2 Joint Branch and Department Heads Meeting at the Central Library
• Mar 2 Birmingham-Southern College Norton Board Annual Luncheon at the college
• Mar 3 David Herring, President of BPL Foundation met with Jarvis Patton regarding Central Library Renovation—helped to prep David for the meeting
• Mar 4 Bards and Brews at the Central Library
• Mar 8 City Council Meeting
• Mar 8 Lunch Meeting with Japanese Consul General Takashi Sinozuka and several Birmingham Business Leaders at the Summit Club
• Mar 9 Meeting with Laura Anderson from the Birmingham Civil Rights Institute which is planning for its 25 Anniversary Celebration in 2017. They want the library to partner on possible programs and exhibitions
• Mar 11 Issues and Ales at Workplay—Crime in Birmingham Panel Discussion
• Mar 14 Meeting with Library President Kim Richardson and board members Judge Scott Vowell, Georgia Morgan Blair, and Eunice Johnson Rogers to discuss library budget
• Mar 15 Kiwanis Club Meeting—Guest Speaker
• Mar 16 City of Birmingham Budget Hearing
• Mar 17 Birmingham Museum of Art Exhibition Opening
• Mar 19 Cherry Blossom Festival at the Birmingham Botanical Gardens with Miss Iwate from the Library
• Mar 20 Tea Party for Miss Iwate and Guest Speaker Alan Pate
• Mar 21 Introduction to Grant Writing with Kim Richardson at the Central Library
• Mar 23 Training on Advocacy Plan for Library Assistant III Staff at the Central Library
• Mar 23 Meeting with Birmingham International Festival Staff to discuss Spanish Exhibition

Update of Library Services

Mary Stewart, Head of Cataloging, is attending the Annual Innovative User’s Group Meeting in San Diego. This meeting is for all libraries that use this integrated system capable of providing circulation, cataloging, membership, and collection management services. The annual meeting gives participants a look at upcoming trends and updated services.

Facilities Management

• Recently, I sent a request to Public Works and also to Terry Oglesby requesting that someone check the clay tiles that surround our East Building on three sides. The tiles are breaking up in many areas and can possibly create a tripping hazard—especially when rain is added to the mix. Alister Hickman, Deputy Director with Public Works has promised to send a technician to check on this. Additionally, I have copied City Engineer Fred Hawkins who is working on sidewalk improvements throughout the City. A note about the sidewalks, without pricing information, was included with our immediate needs for Central Library budget request.
• A full report on our facilities is included in this packet.

Accomplishment of Objectives Set Forth in Strategic Plan

• City Attorney Nicole King has finished her review and revision of a contract for the strategic planning consultants. Board President Kim Richardson and I are reviewing the document and will send it to Vantage Associates for their review.
• Once both parties sign the contract, which should be completed in time for our March 24 board meeting, the next step will be a meeting of the library’s Long Range Planning Committee. I am recommending that we create a Strategic Planning Steering Committee composed of (1) the board’s Long Range Planning Committee Members; (2) library director and deputy director; (3) director of development and director of public relations; (4) webmaster; (5) one branch manager; (6) one LA III full-time; and (7) public services coordinator and youth services coordinator. The board president will serve in an ex-officio capacity.
• In preparation for our strategic planning process, I am updating our Advocacy Plan and will share that information during training sessions for our Library Assistant III staff members, as well as our Branch and Department heads.

Financial Report and Grants

• The library’s budget hearing took place on Wednesday, March 16 at 10:00 a.m. at City Hall. I made the presentation for the library and in attendance with me was: Sandra Vick Lee, Deputy Director; Danny Dorroh, Business Office Manager; Edith Major, Personnel Officer; Kim Richardson, Board President; and Gwendolyn B. Guster Welch, Board Member. We did not have many questions from the review team which included Finance Department staff; Jarvis Patton, Chief of Operations; and Terry Burney, Special Assistant to the Mayor. Also in the room were several City Council assistants and Tyrone Silmon, Assistant to the Mayor and Library Board Liaison.
• To address the cost for updating the library’s part-time position pay codes, we have identified at least 16 positions which can be deleted and this was shared with the review team. The funds covered by the deletion of these positions will address a shortfall in funding for this current fiscal year and should address any future funding issues.
• The library will experience a shortfall in funding for our off-duty officers and the chief security officer positions for FY2016—our current year. This is due to being unable to fill part-time security guard positions at several BPL locations. The officers are paid $20 per hour compared to our security guards who are paid $10.98 per hour. This line item is part of our City’s budget and this shortfall should not be experienced again in FY2017. At the board meeting, I will be prepared to identify funds from our Library Fund account that will help us address this shortfall of approximately $40,000.
• Financial reports are included in this packet for your review.
• I received a letter dated March 3, 2016 from the Community Foundation of Greater Birmingham regarding our Birmingham Public Library-Hibbert M. Weathers, Jr. Fund. As part of the Community Foundation’s spending policy, funds become available for distribution. At this time, the library qualifies for a distribution of $6,016 from the fund which has no restrictions regarding use. I will need approval from the board to make this request. This fund currently has approximately $121,000 in it and is held in trust for the library by the Community Foundation. Only disbursements show on our balance sheet.

Where I Need Your Assistance

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

• Now that the budget hearings are behind us, the next step will be for Mayor Bell to present his budget to the City Council. This is due by May 20. Once that budget is revealed, we will have an assessment of where we stand. A copy of our FY2017 Budget Submission is included in your packet.
• On December 29, 2015, I sent an email to Peggy Polk, Director of Human Resources for the City of Birmingham, requesting an audit of our library positions. When only one of our positions was reclassified at the start of FY2016, I asked for the board’s approval to make the request for an audit. The last time our positions were audited was in 2006—ten years ago. Several library staff have asked that we review their positions. Dr. Polk has stated that she will set up a meeting with me and Edith Major to review the process and to get started. It is time for us to move forward with the audit and I am hopeful that our conversations with Human Resources can begin very soon.
• Another item that we will need your assistance with is sharing information on the possible renovation of our Central Library. Our Foundation Board has reviewed the feasibility study and will move forward with recommending a scaled-back project totaling approximately $24.6 million. In our budget submission for Capital Projects, you will find this information. We are asking the City of Birmingham for $15 million.
• We have submitted membership applications to the American Library Association, and renewed membership, for the following board members:Gwendolyn Amamoo, Willie Davis III, Patty Pilkerton, Kimberly Richardson, Eunice Johnson Rogers, Dora Sims, James A. Sullivan, Scott Vowell

If it is time for your renewal, please let us know. Usually, the renewal packets are sent to the library.

End of Director’s March 2016 Report

Board Member's Comments

• Georgia Morgan Blair shared a concern with the Strategic Plan and the makeup up of the committee. Kim Richardson replied that the director only presented a recommendation.
• Gwendolyn B. Guster Welch asked Sandra Vick Lee to give a description of the annual Innovative Users Group in San Diego. Lee reported they provided a timeline on updates for the year, streamlined processes, and mobile opportunities.
• Dora Sims recommended checking into other libraries and their work on passport services. Kimberly Richardson asked before staff research is conducted, to look into the regional limitations since the downtown post office offers the same services.
• Kimberly Richardson asked that staff provide communication with the Daniel Foundation about the status of the Wylam Branch Library project and ask if they would allow us to use it for another purpose.
• Kimberly Richardson reviewed a security incident involving a man in the women’s bathroom and commented it was not appropriately handled. She suggested that a conversation should have occurred with the man to try to determine if illicit activities are happening in the restroom, and security should check the restrooms including ceilings.
• Kimberley Richardson asked Angela Fisher Hall to look into Roy Williams from Public Relations making BPL related posts to his personal Facebook page when it also needs to be posted to the BPL Facebook.
• Kimberly Richardson emphasized National Library Week is the opportunity for libraries to make contact with communities and patrons and should have more activities than accepting a proclamation from the mayor. Angela Fisher Hall added there will be a roll out for the new library cards, opening of the bookstore, and a coupon for fines.
• Gwendolyn B. Guster Welch congratulated Samuel Rumore, librarian, who is going to be on a panel for Lit Erotica during the Alabama Library Association Conference.
• Kimberly Richardson thanked Olivia Alison, the development staff, Carrie Campbell, and Lisa Smith for her grants workshop and promotional materials.

Submitted By

Angela Fisher Hall, Board Secretary/ Mary McCann, BPL Senior Secretary