Birmingham Public Library Board Minutes

Call To Order

• Meeting called to order by President James Sullivan.
• Invocation by Eunice Johnson Rogers

Presentations

• Karyn Davis –West discussed the different departments will be making happening the 1^st week of the Monumental Stairs project.

• Karyn Davis- West discussed the relocation of the Public Service Areas for the staff from the East Building.
• Karyn Davis-West stated the Youth Department being moved to the Story Castle and the Youth Department being closed on the weekends.
• Karyn Davis-West stated snacks for the children will be sold in the Youth Department and members of the bookstore will bring them to the Youth Department.
• Pat Rumore asked Karyn Davis-West to provide training for her staff on the three way radios. Pat Rumore discussed donations for books being given by appointment only because of the overcrowding of outdated material. Pat Rumore stated the bookstore hours will change to 11:00 a.m. to 4:00 p.m.
• Mr. Council stated we will be aggressively pushing the Bookstore to remain open during the renovation.
• Kimberly Richardson asked Mr. Council have we been communicating the building being closed but still operational in the Linn Henley building.
• Mr. Council stated that he plans for the east Building will be on the radio and has been placed on social media and the City will be having a press release.
• Eunice Johnson Rogers suggested that something be placed on the Library website to let the patrons know where the different departments will be located during the renovation.

Public Voices

• No Public voices

Approval of Agenda

• James A. Sullivan motioned to accept the Agenda. Eunice Johnson Rogers accepted the motion and Fatima Carter seconded the motion to accept the Agenda and the Agenda was approved.

Approval of Consent Agenda

• James A. Sullivan motioned to approve the Consent Agenda. Kimberly Richardson accepted the motion to approve the Consent Agenda and Willie Davis III seconded the motion and the Consent Agenda was approved.

Terry Oglesby

• Terry Oglesby discussed the ground breaking for the Monumental Stairs Project was scheduled Monday, September 16, 2019 with the Notice to Proceed.
• Terry Oglesby stated the Pre-Bid for the VOIP System exceeded the amount that was estimated cost of the project.
• Terry Olgesby stated that he was going through some exercises to see if they can re-bid to be in budget.
• Terry Olgesby discussed possibly separating the VOIP project for the East Building and Linn Henley during the bidding process.
• Terry Oglesby was looking for some direction from the Library to pursue the steps for re-bidding the VOIP project.
• Eunice Johnson Rogers asked about if they separated the VOIP system it will put the employees in the east building in the same situation as the employees in the Linn-Henley who did not have access to the VOIP system.
• Eunice Johnson Rogers stated the staff in the East Building has a lot of international business and people trying to contact the staff and will it really be practical to separate the two buildings. Eunice Johnson Rogers asked was it practical separating the VOIP system Project.
• Terry Olgesby stated it would be better doing both buildings with the VOIP system. Terry Oglesby stated if the system went down it would be bad and at least having the system in the East Building would be better than no system. Terry Oglesby stated if we cut out Lin-Henley we would be in budget for the project.
• Mr. Council stated that we need to get the project completed because we will lose a double funding.
• Lynn Flowers-Martin stated that we have a problem, the roof is leaking and this can be very dangerous. Lynn Flowers-Martin stated is something going to be done about the roof leaking.
• Terry Olgesby stated the leaking was coming from the sky light and this is a decision the Board would have to make for themselves.
• Kimberly Richardson stated she is advocating for the VOIP project to remain one project. Kimberly Richardson stated it will be huge injustice for the staff and patrons. Kimberly Richardson stated that the Board will have to talk to the mayor about additional funding for the VOIP project.
• Mr. Council asked Terry Olgesby do we anticipate needing money in contingency.
• Terry Olgesby stated we do have money in contingency but he would have to look back to see exactly how much money.
• Terry Olgesby stated the Wylam Project was progressing well and the project is half way done. Terry Olgesby stated additional funding from the contract for the unseen soil problem. Terry Olgesby stated the work has already been completed to keep the project on schedule.
• Mr. Council stated the City had been contacted about the funding for Soil issue and the City committed to the money that was owed for the Soil issue.
• Judge Scott Vowell asked what the projected completion day is for the Wylam Project.
• Terry Olgesby informed the Board of a sewer line that was 90 feet away from where the City drawings projected.
• James Sullivan thanked Terry Olgesby for doing the work and keeping the project on schedule.
• Terry Olgesby stated there is a powerline that runs close to the building overhead and he contacted Alabama Power due to the safety issue. Terry Olgesby stated that they going to need to re-route the line but this is an issue for Alabama Power. Terry Olgesby stated he was communicating with someone from Alabama Power to resolve the issue
• James A. Sullivan asked Terry Olgesby with whom is he communicating with at Alabama Power.
• Terry Olgesby stated he was unsure who he was communicating with concerning the Powerline but would get that information for James A. Sullivan.
• James A. Sullivan asked has Alabama Power been responsive about the power line.
• Terry Olgesby stated that Alabama power has been responsive but a meeting is scheduled to discuss the powerline.
• Lynn Flowers-Martin asked about the roof leaking and patrons possibly slipping and falling. Lynn Flowers-Martin stated the stairs are getting repaired but the roof is leaking.
• Terry Olgesby stated that the roof is not leaking but the opening at the top of the sky light is leaking.
• Terry Olgesby stated that the water would not interfere with the Central Stairs project.

Attorney Malera Wright, City Attorney

• No New Business

Operational Items Requiring Board Approval

Finance Reports

• Damein Baity presented the financial report. Damein Baity reported that the funds from last year’s positions to finish VOIP project but the bid were more than expected.
• Judge Scott Vowell motioned to accept the Finance Report and Eunice Johnson Rogers seconded the motion.

Reports of the Committees

Finance Committees

• No new business

Advocacy Committee

• Mona Lisa-Morris motioned to change the attendance on the minutes with the noted changes (Edith Major) was not present.
• Mr. Council stated that the Board and the Friends Foundation need to develop a draft for Development.
• James A. Sullivan stated during the Retreat with the Board and Friends Foundation discussion about development will be a key factor.

Long Range Planning Committee Report

• No new business

Personnel Business

• James A. Sullivan motioned to reconvene the Public meeting on September 10, 2019.
• Kimberly Richardson accepted the motion to resume the meeting on September 10, 2019.
• Fatima Carter seconded the motion to resume and it was approved.
• James A. Sullivan motioned to accept the changes from the Personnel Committee with changes.
• Fatima Cater recommended the Personnel Committee accept the motion with the noted changes.
• Eunice Johnson Rogers seconded the motion with noted changes.

Unfinished Business

• Kimberly Richardson inquired about the details of the East Building being closed and the book store being open during the Monumental Stair’s Project.
• Mr. Council stated the building will be open for the bookstore .The Youth Department opens between 3:30 p.m. and 5:00 p.m. the children will enter building through the back entrance.

New Business

• Mr. Council introduced three new polices the City of Birmingham has published that are effective on September 9, 2019.
• Mr. Council asked the Library Board of Trustees to review and adopt the policies as approved by the City and signed by the Mayor on September 6, 2019 into the policies.
• Mr. Council stated the policies are approved and abiding by the City.

• New Policies: Dress Code, & Substance Abuse Policy and Procedures, and Social Media and Online Communicating Policy.

• Kimberly Richardson motioned to approve these three policies.
• Fatima Carter stated that these policies are common policies.

Director's Report

• Mr. Council presented Damein Baity with a Certificate of Achievement from the Birmingham Public Library on his accomplishment in being awarded one of 50 under 50 by Alabama State University.
• Damien Baity thanked the Board for the hard work they do and the opportunity to serve the Birmingham Public Library.
• Mr. Council thanked all the staff for doing a wonderful job.
• Mr. Council thanked staff for doing a wonderful job at the CEETA Cup and he found it to be a learning experience.
• James A. Sullivan asked what the tentative date is for the Bookstore being closed to the public.
• Janine Langston discussed the 50/50 completion of the Wylam Project.
• Janine Langston stated that the opening day will not be delayed if we don’t have everything.
• Janine Langston stated furniture bids have not been placed for Wylam.
• Judge Scott Vowell asked Janine Langston will this delay opening of Wylam.
• Janine Langston informed the Board and Judge Scott Vowell this would not delay the opening of Wylam.

Board Members' Comments

• No comments from Board Members.

Next Board Meeting is Tuesday November 14, 2019

The next Board meeting will be held at Linn-Henley Auditorium.

Adjournment

James A. Sullivan adjourned meeting.

Submitted By

Floyd Council, Secretary