Birmingham Public Library Board Minutes

Call To Order

• The meeting was called to order by Kimberly Richardson. Georgia Morgan Blair gave the invocation.

Public Voices

• There were no public voices.

Presentations

• Dora Sims, Chair of the Advocacy Committee, presented Innovative Cool Awards. Monica Cottrell, Five Points West received an award for the program “Active Living” which is designed to keep senior adults active in the community with various activities and programs. Connie Tolbert, Wylam was awarded for the adult group, “2nd Wednesday.” These adults have met for years and come together for fellowship, fun, and life-long learning. The funds will be used towards the purchase of wreath and wreath decorations. Wylam was also awarded for the purchase of board games to be used by children after school. Michael Fagin, Inglenook was awarded for the purchase of Nintendo Classic Console for children to experience retro games and host a Tecmo Bowl tournament. The funds will be used for the purchase of the console and refreshments. Cynthia Phillips, East Ensley was unable to attend the meeting will be sent a certificate. East Ensley was awarded for the purchase of Christmas ornament and décor craft supplies. Children will make the crafts and the finished ornaments and decorations will be given to St. Martin in the Pines hospice patients.
• Kimberly Richardson presented Darlene Worford with a certificate of appreciation for her 33 years of service. Worford was celebrated at her retirement party earlier in the day at Titusville where she served for 16 years. Worford stated she lives, breathes, and loves the library.

Approval of Agenda

• Georgia Morgan Blair moved to approve the agenda. Eunice Johnson Rogers seconded the motion, and it was approved.

Terry Oglesby, City Architect

• Oglesby was not in attendance for the meeting. Lee requested information about Wylam from Oglesby. Oglesby was not comfortable sharing information until a meeting is held with the Mayor’s office. Richardson stated a meeting will be set up.

Kayla Lawrence, City Attorney

• Attorney Lawrence shared with the board there are two outstanding contracts for police and chief of security that were sent to the law department for review. Attorney Lawrence will ask Attorney Fullerton to get the status.
• Attorney Lawrence checked on getting all of the Executive Orders for the library’s policy manual. Since there are thousands of items, Gwendolyn B. Guster Welch requested Executive Orders that relate to personnel policies.
• Kimberly Richardson reported that Attorney Nicole King and her baby are both healthy. Richardson sent good wishes to her family.

Operational Items Requiring Board Approval

Finance Reports

• Richardson asked how certain expense areas have reached over 33% since October marks one third of the fiscal year. Richardson asked for clarification if there were unanticipated expenses. Lee responded that janitorial is at 62% and generally runs out of money in January/February since there is not enough money in the budget. For janitorial service at 94%, funds are encumbered for things like carpet cleaning and will not need to be spent again later in the year. Lee stated the library tries to spend most of the library materials budget by March. The copier supplies at 97% because $2300 for the year is not a sufficient amount. Richardson stated more money needs to be requested for 2017. Lee said the professional fees cover the fall author event which was Reverend Robert Jones. Freight charge has a budget of $1400, and it is not enough to cover the yearly expense. Postage is encumbered for the year.
• Richardson asked for clarification on the annual contribution to the Board of Education, and Lee clarified it was not payment to the Board of Education. It is traditionally used for summer reading supplies and supportive youth services. Richardson requested to change the name of it so it is not misinterpreted that the library owes to the Board of Education.
• Richardson asked if the amount under Consulting under Professional Services on the Board Fund report is a single activity or multiple activities. Lee stated it was payment for the Strategic Plan consultant which has been paid but not recorded.
• Eunice Johnson Rogers asked about the amount spend on advertising. Lee confirmed that Eat Drink Read Write uses a considerable amount for advertising. Lee said money in printing and publishing is also used for events throughout the year.
• Gwendolyn B. Guster Welch asked if State Aid must be used all within the year. Lee said the State Aid year is October through September while the library’s fiscal year starts in July. Welch asked if any State Aid money not spent is returned. Lee replied that all State Aid is used and none is returned. Welch requested a quarterly update on how State Aid is used.
• Eunice Johnson Rogers moved to approve the finance report. Georgia Morgan Blair seconded the motion, and it was approved.

Committee Reports

Advocacy Committee

• Chair Dora Sims updated the board on the Innovative Awards. As of November, the $1150 of the allocated $1900 has been used for the award. Sims moved to have Sandi disburse the funds to the award winners of the month. Georgia Morgan Blair seconded the motion. All were in favor, and it was approved.

Personnel Committee

• Chair Judge Scott Vowell reported on the Personnel Committee meeting. The committee was presented with a restructuring plan, and the general thought of the committee was to put a hold on restructuring until a permanent director is in place. The committee voted two to one to not accept the recommendation at this time.
• The committee reviewed two proposed job descriptions and made revisions. Librarian III/Coordinator/ Chief of Finance and Librarian II/Department Head of Experiential Learning. Edith Major asked if the board would like to change the classification code for the Chief of Finance so that it is closer to the city’s finance position and not a library position. Richardson agreed to as long as the salary does not change. Judge Scott Vowell moved to approve the two job descriptions with the corrections. Georgia Morgan Blair seconded the motion.
• Gwendolyn B. Guster Welch added the Department Head of Experiential Learning was agreed to be a system-wide position.

Policy Committee

• Gwendolyn B. Guster Welch thanked Attorney Lawrence for the update on Executive Orders. Welch asked Sandi Lee to create a compilation of policies to have them all in one place and to add a finance and executive orders section. Lee proposed new meeting room rates to be in effect beginning January 2017. Welch moved to accept the minutes, and Judge Scott Vowell seconded the motion. All were in favor, and it was approved.
• The policy manual is estimated to be completed by January.

Unfinished Business

• The board reviewed the information-only invoice from Kalisha Whitman who created a series of Eat Drink Read Write promotional videos, pro bono. The board discussed giving Whitman an honorarium in recognition for her in-kind services. Gwendolyn Amamoo moved to approve an honorarium to Kalisha Whitman in the amount of $1500. Judge Scott Vowell seconded the motion, and it was approved. Lee will identify the source of funding. Welch suggested to keep Whitman in mind for future events.
• Richardson requested the board review the 2015 Annual Report by Monday, November 14, 2016, before adding it to the website.
• The Daniel Foundation donation of $25,000 was extended to December due to the stall of the Wylam project. In December, the Daniel Foundation will need to know another use for the money. The board had a discussion about how to use the funds before the deadline. Georgia Morgan Blair made a motion to request of the Daniel Foundation to use the funds for the purchase of new furniture in Wylam’s existing facility. Eunice Johnson Rogers seconded the motion, and it was approved.
• Richardson updated the board on the executive search. Over 60 people applied for the position, and it was screened down to 25 applicants. Among the 25 applicants, 10 highly qualified candidates were chosen by the Executive Search Committee for phone interviews. The phone interviews will be conducted on December 7 and 8. Peggy Polk from the City’s Human Resources department will provide structured interview training.
• Richardson gave an update on the literacy proposal. Richardson went before the Education Committee of the City Council and will need to next go before the Committee of the Whole. If the Committee of the Whole approves it, it will go before the City Council. Richardson thanked Gwendolyn Amamoo, Gwendolyn B. Guster Welch, Sandi Lee, GPS, and Dr. Contri for showing support at the meeting.
• Georgia Morgan Blair asked how quickly the program will be implemented. Lee and staff have started programming for Thanksgiving holidays. The parts of the plan that do not involve money are starting to be implemented. Until the council approves the proposal, the areas that involve money will not begin. Dora Sims thanked Richardson for informing the board of the meetings, and Richardson confirmed she will continue to update the board. Gwendolyn Amamoo commended Richardson on an excellent job presenting the proposal to the Education Committee and answering questions with clarity. Richardson thanked Amamoo for the acknowledgement. Welch commented it helps if board member are present if they are able to attend.

New Business

• The Friends Foundation audit was completed and approved by the Friends Foundation board. The letter regarding a negative balance from the CPA is in David Herring’s possession. The board will wait for the letter to be presented with the December board packet to approve the audit. It will be placed on the agenda in December.

Director's Report

• Sandra Vick Lee reported that Chief Gadson, head of security will be patrolling the libraries that are polling sites for the election in addition to the Sheriff’s department and Birmingham police department.
• There were some questions about the use of the Smithfield library parking lot on Classic weekend. The Birmingham Parks and Rec Board gave the Tabernacle Baptist Church a letter in 2005 giving them permission to park on the lot adjacent to the Smithfield library on Classic weekend. Richardson stated now is the proper time for discussions about terminating the agreement and the board would like to capitalize on use of its own facilities on a major weekend for Birmingham. Richardson stated the board needs to come up with a plan since this is an advocacy issue and how the library can engage the community whether by participation in the parade or utilizing the mobile library card sign-ups. Richardson would like to have a conversation with Kevin Moore who signed the letter or whom it may concern to terminate the agreement.
• Lee reported Five Points West was cleaned, so the exterior is in better shape.
• Central hosted a robotics marathon October 8-9 weekend with over 20 participants.
• Lee recognized Tobin Cataldo, Coordinator, Collection Management for his published code for Library Journal. Cataldo is the chairman of a statewide committee, Alabama Digital Preservation Network, and they have been working statewide providing the state with a digital system that backs up materials throughout the state. It is a replicating set of servers to house, complete, and maintain materials for institutions are safe in case of a massive failure. Lee expressed the library is proud of Cataldo’s work and including BPL’s name on it.
• Richardson asked if the incident report breakdown included classification by location to help pinpoint hotspot locations. Lee has asked Karyn Davis West, Public Service Coordinator and Chief Gadson to monitor to see if there are hotspots. Richardson stated action needs to be taken with the homeless and mentally ill population within the libraries. Richardson mentioned an ALA publication about other libraries have initiatives with coordinating for services and training with staff. Richardson stated librarians need to have tools and resources to equip to serve this population. Georgia Morgan Blair suggested partnering with a social service agency. Richardson sent an email to the head of Christ Health Center in regards to the homeless services in the Woodlawn community. Welch asked about the hours of the security guard at Woodlawn. Lee replied the 58 hour security officer is for Central but will remain at Woodlawn as long as necessary. The 30 hour security guard will be at Central.

Comments

• Gwendolyn B. Guster Welch asked Alisha Johnson about the high number for program attendance for Ensley which was 512. Johnson confirmed the number was correct because she has been doing community outreach. Welch believes Johnson should be recognized and commended. Ensley takes books and storytellers to daycares. Richardson stated the recognition can be communicated through the director and calls can be made to Johnson.
• Gwendolyn Amamoo would like staff to be encouraged to vote.

• Judge Scott Vowell’s brother-in-law Billy McDonald will have a talk about his book on Thursday, November 10 at 1 p.m. The subject is about McDonald’s father who was a Flying Tiger in China during World War II.

• Dora Sims thanked the staff and board for the Innovative Cool Awards. Sims thanked staff and Sandi Lee for cleaning the exterior of Five Points West.
• Georgia Morgan Blair visited five libraries for patron appreciation week. Blair attended Councilor Roderick Royals’ talk and voiced her concerns to the Advocacy Committee. There was poor attendance at Five Points West, and Blair observed the staff was not receptive to Royals. Blair also attended the talk at Pratt City, and it was better attended. Blair learned about more details about Royals’ and A. G. Gaston’s relationship.
• Welch encouraged board members to visit the libraries because they are doing wonderful things.
• Richardson added that staff do appreciate when board members take the time to visit the libraries. Richardson thanked the board for the flowers sent on behalf of Richardson’s grandmother’s passing. She thanked Blair and Welch for attending the funeral and Sims for the gift.
• Richardson attended Staff Day which was well attended and well organized. Richardson thanked the committee that organized the day.
• Richardson asked that when planning the budget for 2017 the possibility of one or two full-time floaters could be looked into. On a few occasions, libraries have had to close due to short staffing. These floaters would not be assigned a location and could go to any branch as needed.

Next Board Meeting is Tuesday, December 13, 2016

Submitted By

Mary McCann, Senior Secretary