Birmingham Public Library Board Minutes

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Call To Order

• The December 10, 2019 board meeting was called to order by President James Sullivan at 4:30 p.m.
• Eunice Johnson Rogers provided the Invocation at 4:35 p.m.

Presentations

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A. Grants

Melvia Walton presented and discussed recent updates on grant projects over the last few months. In summary she shared the following updates:

• BPL has a list of current grants in development
• Received a grant from The Alabama Power Foundation for 2020 Summer Learning Program.
• Received a grant from the Alabama Humanities Foundation it's a public lecture the speaker is Dr. Kenneth Knoespel, a facility member at the Georgia Institute of Technology and they will present a lecture on the "Atlas Major" on December 15, 2019 at the Central Library Linn-Henley.
• Received a grant from Alabama Economic and Community Affairs for the Alabama 2020 Census to increase the response areas in Jefferson County.
• Received funding for EBSCO for the 2020 Summer Learning Program.
• We have pending applications but they have been submitted.
• Most of the submissions went through the Friends Foundation.
• The library submitted five notices of intent to the Alabama Library service for 2020 and the library will have several months to review other opportunities.
• iPad will be purchased to access the 2020 Census for residents and staff will be here to assist the residents.

Eunice Johnson Rogers asked what the Census grant will be applied to for the library.

• Melvia Walton stated that the grant will be used for technology tools to support residents with the Census online or their phones and there will be a 1-800 number available for the
  residents to complete the Census.

Mr. Council stated this was a Special Called grant presentation and he wanted to thank Melvia Walton and the entire Grant Team for the fabulous work. Mr. Council stated Sherri Nielson brought these opportunities to the Library.

B. Upcoming Author Visit

The second presentation on the Agenda at December 10, 2020 board meeting. Bessie Miller discussed the Central Library hosting New York Times, Nic Stone coming to present her new novel, Clean Getaway on Wednesday, January 8,2020. Bessie Miller stated she will do a presentation and a book signing after hours. Bessie Miller stated Nic Stone was the author of Dear Martin which was a book on the Birmingham City Schools reading list.

C. Upcoming Program

The third presentation on the Agenda at December 10,2020 board meeting. Candice Hardy discussed the Brothers and Bow Ties" which is a pilot initiative targeting at-risk young males age 11 to 18 sponsored by the Birmingham Public Library and the City of Birmingham Mayor's Office Division of Youth Services. Candice Hardy stated the event, opens to 50 young males who each will receive bowties with a personalized message of hope; it is a partnership between two male mentoring organizations, Growing Kings and BPL Real Mentors Talk. Author and motivational speaker Timothy Alexander will serve as keynote speaker. Candice Hardy stated Brothers & Bow Ties or free and lunch will be provided, but advanced registration is required to attend the event.

Bessie Miller stated each Board member will get a personal invitation to the Brothers and Bow Ties event..

Eunice Johnson Rogers stated she would like to donate some bow ties for the Brothers and Bow Ties event.

Candice Hardy thanked Eunice Johnson Rogers for the donation of the bow ties for the Brothers and Bow Ties event and asked could a personalized message of hope be placed with each bow tie. Candice Hardy stated that we are targeting at risk youth, and we want them to feel welcomed.

D. Business License Project

The fourth presentation on the Agenda at December 10, 2020 board meeting. Caleb West discussed the Library partnering with City of Birmingham.

• He discussed how to improve how business owners can now renew their business licenses at all 19 Birmingham Public Library locations.
• He stated online service will be on public computers at any BPL locations. He stated business owners have the option to submit and pay for business license.

Renewals via chrome books at these five BPL locations:

• Central Library
• Avondale Regional Branch Library
• Five Points West Regional Branch Library
• Springville Road Regional Branch Library
• North Birmingham Regional Branch Library

Caleb West stated signs will be placed at all the five Regional Libraries and Central about renewing their Business license.

Public Voices

Commissioner Scales presented Springville Road with a check for $5,000.00 to fully fund a Digital Board. Commissioner Scales stated there were other opportunities for the library to seek new grants, January 9, 2020 at the Rosedale Community Center; January 14, 2020 in Room A.

Fatima Carter asked Commissioner Scales where Room A located and asked the details of this grant opportunity.

Commissioner Scales stated Room A was located in Birmingham County court house. Commissioner Scales asked the Board would two of the members consider being her guest for the MLK Community Breakfast.

Judge Scott Vowell thanked Commissioner Scales for everything she does for the libraries.

Approval of Agenda

James A. Sullivan moved to accept the Agenda.

Fatima Carter motioned to accept the Agenda.

Eunice Johnson Rogers seconded the motion. Eunice Johnson Rogers stated the minutes needed adjusting with changes to the inconsistency of the wording of the motions and the seconds to the minutes.

Fatima Carter motioned to accept the Agenda with changes to the inconsistency of the wording of the motions and the seconds to the minutes and it was accepted by the board.

Approval of Consent Agenda

James A. Sullivan moved to accept the Consent Agenda.

Fatima Carter motioned accept the Consent Agenda.

Judge Scott Vowell seconded the motion and the motion was accepted by the board.

Terry Oglesby

No new business

Attorney Malera Wright, City Attorney

No new business

Operational Items Requiring Board Approval

Finance Reports

Damein Baity

Chief Financial Officer Damein Baity presented the financial report.

James A. Sullivan moved to accept the financial report as presented.

Eunice Johnson Rogers motioned to accept the financial report as submitted and the motion was accepted by the board.

Fatima Carter motioned seconded the motion to accept the financial report as presented and the financial report was accepted by the board.

Reports of the Committees

Policy Committee

No new business

Long-Range Planning Committee

No new business

Special Called Meeting

James A. Sullivan stated a Special Called meeting was called to order to complete the hiring of Janine Langston for Deputy Director.

Janine Langston stated she was honored to be hired and thanked the opportunity to serve as Deputy Director. For the Birmingham Public Library.

Unfinished Business

James A. Sullivan discussed the email he sent about board member pledges and he presented forms to the board as a reminder to pay their pledges.

Eunice Johnson Rogers asked has there been any response from the letter that was presented to Councilor O’ Quinn concerning the repairs that need to be made at Central Library.

Mr. Council stated there has been a response from Councilor O’ Quinn and the library was asked to get an estimate of the different repairs that need to be made at Central Library. Mr. Council stated the library was tasked to find out how many annual salaried savings that need to be converted to the general funds for capital to be used for the repairs.

Fatima Cater asked Mr. Council how was the Central Stairs project.

Mr. Council stated everything was on track but it was 14 days behind. Mr. Council stated, Karyn Davis-West would give the updates to Central Stairs Project.

Karyn Davis-West stated everything was on track but a date has not been set for completion in case of any issues.

Judge Scott Vowell asked about the Wylam Project.

Janine Langston stated everything was on track and the furniture was on the agenda for today’s board meeting.

New Business

Mr. Council shared the updates the City made to the new Attendance Policy. Mr. Council discussed the two highlights that staff has been offered staff training on due to these policies. Mr. Council discussed the point system will play a key factor in the Attendance Policy. Mr. Council stated that the new Attendance Policy needs to be workshopped through the Personnel Committee for full review and recommendations for the Attendance Policy.

Eunice Johnson Rogers asked Mr. Council which guidelines the staff will have to follow concerning the Attendance Policy.

Mr. Council stated that staff would have to follow the Attendance Policy that was enforced by the city but the Personnel Committee needs to meet to discuss staff to call in for compliance with the Attendance Policy.

Lynn Flowers-Martin asked when the new Attendance Policies will be in effect.

Mr. Council stated the Attendance policies were in effect as of December 6, 2019.

Mr. Council proposed in March board meeting being held on a Saturday and 2 to 3 hours of the retreat for the Board and the Executive Team. Mr. Council stated "If we come out if the retreat with the MOU complete this would be a huge success." Mr. Council proposed that each committee come to the retreat and establish their goals for the year. Mr. Council proposed two Board retreats being, one being held Saturday, March 14, 2020 and the other date Saturday, October 17, 2020. Mr. Council proposed using the Board Room.

James A. Sullivan moved to accept the board retreats for Saturday, March 14, 2020.

Judge Scott Vowell motioned to accept the board retreats for Saturday, March 14, 2020.

Fatima Cater seconded the motion to accept the board re-treats for Saturday, March 14, 2020 and the motion was accepted by the board.

Mr. Council stated the retreat can be at the library with a break-out sessions and a catered lunch to save money.

Judge Scott Vowell stated we could use other public facilities for discounted prices for the retreat.

Willie S. Davis III stated since the board already has partnership with the library the retreat could be at the Dannon Project.

Mona Lisa Morris stated that Innovation Depot could also be used for the Board retreat.

James A. Sullivan asked what was the purpose of a second retreat was.

Mr. Council stated that it would be Board workshop day and a day to discuss the budget for the following budget cycle.

James A. Sullivan suggested inviting a member of the city. James A. Sullivan motioned to accept the board retreat and Board meeting for October 17, 2020 and the motion was accepted by the board.

James A. Sullivan moved to accept the boards re-treat for October 17, 2020.

Fatima Cater seconded the motion to accept the board retreat for October 17, 2020 and the motion was accepted by the board.

Mr. Council presented the yearly calendar to the board for approval.

Janine Langston stated the changes to the calendar for approval to the board.

2020 Birmingham Library Proposed Holiday Schedule

New Year's Day Wednesday, January 1, 2020

Martin Luther King, Jr. Day Monday, January 20

Staff Training Wednesday, April 8

Good Friday Friday, April 10

Easter Saturday Saturday, April 11

Easter Sunday Sunday, April 12

Memorial Day Monday, May 25

Fourth of July Friday, July 3, Saturday & Sunday July 4-5

Labor Day Monday, September 7

Staff Day Thursday, October 15

Magic City Classic Friday, October 25 Smithfield Closed, Saturday, October 26 Smithfield & Central Closed

Veteran's Day Wednesday, November 11

Thanksgiving Day Friday, November 27-Sunday, November 29

Inventory Day Thursday, December 12

Christmas Holidays Thursday, December 24-Sunday, December 27

New Year's Day Friday, January 1, 2021

James A. Sullivan moved to accept the holiday schedule for the year.

Judge Scott Vowell motioned to accept the holiday schedule for the year.

Eunice Johnson Rogers seconded the motion to accept the holiday schedule for the year and the motion was accepted by the board.

Fatima Cater stated the Personnel Committee recommended re-proposing the Director of Development position.

Fatima Cater stated the Personnel Committee discussed re- proposed the Director of Development position via email.

James A. Sullivan moved to accept the re- proposing of the Director of Development position.

Willie S. Davis III motioned to accept the to re- proposing of the Director of Development position.

Director's Report

Mr. Council thanked his team. Mr. Council stated the staff was planning an honoring ceremony and Sandi Lee and Janine Langston’s meet and greet for Deputy Director and greet on January 14, 2020 in the Linn Henley Auditorium.

Eunice Johnson Rogers asked would we continue our library tours for 2020 board meetings,

Mr. Council asked can we propose the dates for the next board meeting but yes we will be continuing the library tours for the board meetings

Board Members' Comments

Judge Scott Vowell stated , “Happy Holiday.”

Eunice Johnson Rogers thanked the staff and let them know they are appreciated for everything they do.

Fatima Cater thanked the entire staff for everything they do and she is always greeted and treated so well and she thanks everyone.

James A. Sullivan thanked the staff and the board for everything they do and happy holidays.

Willie S. Davis III stated, “Happy Holidays”

Next Board Meeting is Tuesday February 11, 2020

Submitted By

Floyd Council, Secretary