Birmingham Public Library Board Minutes

Call To Order

• Gwendolyn Amamoo, Vice President called the meeting to order in the absence of James Sullivan.
• Kimberly Richardson provided the invocation.

Public Voices

• There were no public voices.

Presentations

• Director of JCLC Pat Ryan provided a presentation to the board about the history and relationship between JCLC and BPL. Board members and Floyd Council thanked Ryan.

Approval of Agenda

• Kimberly Richardson moved to approve the agenda. Eunice Johnson Rogers seconded the motion, and it was approved.

Approval of Consent Agenda

• Sherri Nielson moved to approve the consent agenda. Kimberly Richardson seconded the motion, and it was approved.

Terry Oglesby, City Architect

• Terry Oglesby provided updates for various projects throughout the system. Wylam’s purchase order will be created within the next few weeks. PEP is asking the lowest bidding contractor about cost saving measures regarding the Central stair replacement. More information is being gathered about the VOIP project. The third floor crosswalk at Central will receive waterproofing sealing soon.
• Oglesby introduced Billy Morace and John Wood of CMH Architects who presented the Wylam Branch Library design to the board. The estimated time of completion is around 9 months. The architects will need to update the cost of the project since the original estimate was from 2015. The architects will try to stay within the budget.
• Oglesby will revisit the cost of the elevators.

Veronica Merritt, City Attorney

• Sherri Nielson moved to amend the agenda and combine the City Attorney’s report with Reports of Committees. Eunice Johnson Rogers seconded the motion, and it was approved.

Operational Items Requiring Board Approval

Finance Report

• Damein Baity gave a presentation on the finance report. Kimberly Richardson asked about a gap in expenses and revenue. Baity stated it is expected to balance out by the end of the year.

Attorney Veronica Merritt & Reports of Committees

• Attorney Veronica Merritt reminded the board about the City’s workers’ compensation training for supervisors. Supervisors who have direct reports are required to attend the training.
• Kimberly Richardson moved to amend the agenda to allow City of Birmingham’s Deputy Director of Intergovernmental Affairs to introduce himself to the board. Sherri Nielson seconded the motion, and it was approved. Earl Hilliard Jr. from the Mayor’s team introduced himself to the board.
• Attorney Merritt certified there were matters to discuss in Executive Session pursuant to Alabama State Code 36-25-A-7A2 regarding a formal written complaint or grievance related to an individual whom the board governs.
• Eunice Johnson Rogers moved to enter executive session. Willie Davis III seconded the motion, and it was approved.
• Eunice Johnson Rogers moved to exit executive session. Willie Davis III seconded the motion, and it was approved.

Unfinished Business

• There was no unfinished business.

New Business

• Kimberly Richardson received a call from the mayor’s office in regards to a letter sent to them asking why the $10 million surplus was not allocated to the library for upgrades and repairs. The mayor’s office wants to make sure the library is doing its due diligence in communicating with the public that there is a plan for replacing the escalators with stairs with a prior funding source. Richardson asked Administration to handle communicating the information. Council stated there will be a community engagement approach for communicating updates on the stairs and Wylam Branch Library.

Director's Report

• Janine Langston provided a final report of Summer Learning 2018. The total number of participants was 5390 with an increase of 1400 participants from 2017. Five hundred programs were offered this year which is an increase by 50 from last year. Total circulation figures increased from 30,000 from last year.
• Karyn Davis-West provided a report on the passport services. Sixty-six staff members including twenty at Central Library are trained and able to provide passport services. The library will charge a $35 passport fee. Davis-West is looking into purchasing a camera to test photo-taking at Central. Passport services started Saturday, September 8. Wardine Alexander thanked the staff for taking on this project. Gwendolyn Amamoo thanked all the staff involved.
• Sandra Lee reported that the City of Birmingham informed the library that Trane will be conducting toilet drain cleaning on Thursday, September 13, at North Birmingham and North Avondale and Friday, September 14, at Central. Each location will be open on their appointed days until noon.
• Floyd Council thanked senior management leadership team and all staff who are doing a fantastic job. Council stated the library has gone through a great period of change and adjustment.
• Sherri Nielson referred back to a question raised during the last board meeting in regards to Development and Community Engagement. Nielson stated it was a concern that there is no mention of the Development Department. Kimberley Richardson will share thoughts around this discussion. Floyd Council recommended continuing the discussion in Long-Range Planning and Personnel Committees. Council said he was told in a city grants meeting that the library could not legally conduct fundraising. Council proposed in Personnel to strategically convert from Development and Community Engagement which is why the board approved the Community Engagement position. The Community Engagement Director would not take the place of the Development Officer, Development would brand into Community Engagement. Kimberly Richardson replied that the library does have the legal authority to do fundraising since there is a Grants Writer on staff. The Friends Foundation accomplishes fundraising in areas the library is unable to. Rumore is working with BPL staff on clarity regarding the relationship between the library and Friends Foundation.
• Gwendolyn Amamoo asked if the library has a Community Engagement department, and when that occurred. Council answered yes although it is in the process of being fully branded. The project started with the Community Engagement position which the board approved. The position was not approved by the city in the budget. Council utilized existing vacancies to work with Human Resources at the city to have the position funded. Council worked with Edith and created three key positions. Richardson stated there was still a Development Director position at that time, and that is where the conversation will start with the committees. Eunice Johnson Rogers asked if we currently have Community Engagement in place, and Council’s response was no.

Board Members' Comments

• Wardine Alexander is delighted the library is taking on projects and services for citizens.
• Willie Davis announced a partnership between the library and the Dannon Project for a civic wellness fair on October 3. Vision, diabetes, and blood screenings will take place at Central from 9 a.m. – 1 p.m.
• Sherri Nielson complimented the staff on an excellent job.
• Kimberly Richardson thanked Karyn Davis-West, Jiemin Fan, and Floyd Council for making her yoga class at the library a success. She is glad to loan her yoga skills to the library.
• Eunice Johnson Rogers recognized the staff for their hard work. Rogers attended the Grow with Google event and stayed the entire day.
• Pat Rumore announced the 35 year anniversary for the East building is coming up. Rumore is excited to figure out all the different elements between the Friends Foundation and BPL. Rumore expressed gratitude to the board.
• Judge Scott Vowell provided all the trustees with a copy of a New York Times article that discussed the importance of libraries and issues libraries are dealing with nationwide.
• Gwendolyn Amamoo thanked everyone for their hard work and thanked board members for their work as well.

Next Board Meeting is Tuesday, October 9, 2018

• The meeting was adjourned at 6:55 p.m.

Submitted By

Floyd Council, Secretary