Birmingham Public Library Board Minutes

Minutes

November 12, 2019

4:30 p.m.

Avondale Regional Branch Library

Meeting Called By

James A. Sullivan, President

Type of Meeting

Regular Board Meeting

Attendees

Trustees:Willie S. Davis III, James Sullivan, Eunice Johnson Rogers, Judge Scott Vowell, Lynn Flowers- Martin, Patricia B. Rumore, Friends Foundation President, Kimberly Richardson, Sherri Nielson,
Trustees Not Present: Fatima Carter, Mona Lisa Morris Staff Present: Floyd Council, Executive Director; Chief Financial Officer; Damein Baity, Karyn Davis-West, Central Manager; Janine Langston, Southwest Regional Manager; Kimberley Wiley, Edith Major, Personnel Officer, Yolanda Hardy, Phillip Willingham
Others Present: Malera Wright, Assistant City Attorney; Terry Oglesby

Call To Order

Presentations

Phillip Willingham stated the project has been in the working since the year 2017 it’s a conversion from our PBX Voice system to the VOIP system. Phillip Willingham stated they started in 2016 purchasing the parts for the PBX , but the parts are no longer available. Phillip Willingham stated that he talked with Sandi Lee and she approved on converting the VOIP system and the IT department started working in phases on the VOIP project. Phillip Willingham stated the first phase consists of switching up some switches this phase one and this was completed in the middle of 2017. Phillip Willingham stated the second phase was ordering the software and hardware from a mid-level company called ShorTell and this company no longer exists. Phillip Willingham stated the VOIP system was the first City funded capital project that the IT department participated in since his employment at the library.

Terry Olgesby stated it was not because of the wiring for the VOIP project that the project had to be bided because the wiring was projected to be over $50,000.00 so under the Public Work Site it had to be submitted for bidding.

Phillip Willingham stated when the VOIP project went through the bidding process it was twice over what the consultants had estimated for the project. Phillip Willingham stated that Damien Baity has worked the last few years to finding funding for the project.

Phillip Willingham stated we would use the funding we have on complete the East building VOIP project. Phillip Willingham stated this is the first year that we will apply for E-Rate funding for the VOIP project. Phillip Willingham stated the funding would not be available until the fall of 2020 and the project would not start until the end of that year.

Judge Vowell asked if they start on the VOIP Project while the construction is going on in the East Building will it be saving money.

Phillip Willingham stated the library would not be saving anything during the construction of the Monumental Stairs in the East Building if the VOIP project is stared during the construction.

Terry Olgesby stated the VOIP project would have to be repackaged and advertised again and get approved by the City. Terry Olgesby stated the VOIP project would have to be re-submitted and see what money that is available for the project.

James A. Sullivan asked Terry Olgesby could a Soul Source be used as a means of funding for the VOIP project.

Malera Wright stated a Sole Source could not be used for the VOIP project.

Kimberly Richardson asked was the VOIP project being re-bided for the wiring or for funding purposes of the VOIP project.

Phillip Willingham stated the VOIP project was being re-bided for funding purposes.

Kimberly Richardson asked if we bid a lower price on the VOIP project is allocated can it be used on the East building VOIP system. Kimberly Richardson stated we need to request money from the city to do the VOIP system for the Linn Henley and the Central building at the same time. Kimberly Richardson asked how does doing the wiring for the VOIP system in the Linn Henley and not the East building affect the communication with staff between the Linn Henley and the Central building.

Phillip Willingham stated that the communication between the Linn Henley and the Central building will not be affected by the VOIP project.

Kimberly Richardson stated a letter needs to be sent to mayor and council so the money can be allocated for the Linn Henley and the Central VOIP system.

James A. Sullivan stated a letter needs to be drafted to the city concerning the funding for the Linn Henley and the Central VOIP system.

Phillip Willingham stated that we have the phones and hardware sitting in the IT department.

Phillip Willingham discussed the new email system and the updates to the email system. Phillip Willingham stated we went to Office 365 and it was not only Office 365 but the full package that allows them to download to their devices. Phillip Willingham stated the domain will be directed to the old email domain.

Willie Davis III asked will we be able to share calendars from one branch to another concerning event calendars.

Mr. Council stated we would have to purchase the app because the Microsoft 365 Event calendar capabilities were horrible.

Public Voices

No public voices.

Approval of Agenda

Judge Vowell motioned to approve the Agenda and it was approved.

Approval of Consent Agenda

Kimberly Richardson motioned to approve Consent Agenda with changes from the Board Meeting from October 8, 2019 with the changes to the Personnel actions and the Board accepted.

Terry Oglesby

Terry Olgesby stated the Wylam Project was on schedule, and bid pricing for the furniture for Wylam has been complete. Terry Olgesby stated the Monumental Stairs is on schedule. Terry Olgesby stated escalators have been removed and the material has been ordered for the project.

James A. Sullivan asked if there had been any injuries during the Monumental Stairs project.

Terry Olgesby stated there have been no injuries during the Monumental Stairs project. Terry Olgesby stated everything is as expected for a project on this level.

James A. Sullivan asked have there been any issues with the elevators in the East building during the construction.

Karyn Davis-West stated the elevators in East building are not having any issues.

Kimberly Richardson stated that she has heard a lot from the patrons how beautiful Linn Henley library is and learning the history of the building at the same time.

Lynn Flowers-Martin asked what is being done about the roof leaking. In the East building. Lynn Flowers-Martin stated that we are spending money to get the stairs repaired and the water is leaking in the East building is going to take away from the beauty of the stairs. Lynn Flowers-Martin stated that a patron is going to slip and hurt them in the East building and something needs to be done about the leaking.

Sherri Nielson asked how much funding is needed to repair the sky light in East building.

Lynn Flowers-Martin asked if the roof was under warranty in East building.

Terry Olgesby stated the roof was under warranty but the water was not leaking from the roof. Terry Olgesby stated the water was coming from the sky light in East building.

Kimberly Richardson asked if the sky light in the East building had been repaired in the past and if so who did the repairs.

James A. Sullivan stated the sky light in East building looks like it’s been repaired but he is not sure who made the repairs to the sky light. James A. Sullivan asked for an update call to see when the sky light was repaired and who did the repairs. James A. Sullivan asked was the problem with the sky light included in the letter to Councilor O’Quinn concerning other repairs that were needed at the library.

Mr. Council stated the sky light in East building was included in the letter to Councilor O’Quinn. Mr. Council stated there was a problem with the fire suppressant system but the issue was resolved and fans were placed in the stairway.

Sherri Nielson stated when it rains the stairs in East building will have to be closed off because of the leak?

Terry Olgesby stated the leak in East building is not near the stairs and will not affect the stairs.

Mr. Council addressed the Board with a special request to have a doors placed in East building where they moved glass to bring the material in and out for Monumental Stairs project.

Karyn Davis-West stated the doors in the East building the price were very affordable. Karyn Davis-West stated having doors on the first floor as a Grand Reading Room would make it easier to get materials in and out of the Grand Reading Room. Karyn Davis-West stated in the past the loading dock in East building has been used to get materials in and out for programs. Karyn Davis-West stated trying to get the large objects in out the loading dock has been a nightmare. Karyn Davis-West stated Creig Hoskins wondered why there was no door.

Mr. Council asked the Board for permission to have the doors placed in the Grand Reading in the East building.

Sherri Nielson motioned to discuss the doors placed in the Grand Reading Room to a later time and the Board accepted.

Attorney Malera Wright, City Attorney

Operational Items Requiring Board Approval

Finance Reports

Chief Financial Officer Damein Baity presented the financial report and it was approved.

Reports of the Committees

Policy Committee

No reports for committee

Long-Range Planning Committee

No reports for committee

Personnel Committee Report

James A. Sullivan stated the Board needed to go into Executive Session to Discuss Personnel Matters and Eunice Johnson Rogers seconded the motion. James A. Sullivan reconvened the meeting and tentatively set a meeting for the Deputy Director Position on November 18, 2019 at 4:30p.m. At the Arrington Auditorium.

Unfinished Business

Pat Rumore stated the Friends Foundation set up a new fundraising goal called Life Literacy Programming, dealing with everyday life, furthering your education after high school and life in general. Pat Rumore stated the Friends Foundation has a desire to do a grant that will work with the expense side of working with Health Literacy, Reading Literacy, Financial Literacy, and Technology Literacy, do this as a Grant to support the Library. Pat Rumore stated the Friends Foundation wants to be a Granting Foundation for the Library and be more involved in the granting process. Pat Rumore stated the Friends Foundation had a new fundraising goal to re-imagine Central’s open space and re-design the use of the space. Pat Rumore discussed the Friends Foundation new fundraising ideal called The Henry Epson Sims Society. Pat Rumore stated that Judge Vowell has agreed to serve as co-chairman for the Henry Epson Sims Society for the first year

Judge Vowell stated the Friends Foundation has reached out to the legal with a new fundraising ideal called Henry Epson Sims Society. Judge Vowell stated the Henry Epson Sims is a fundraising ideal that would be a good approach to reach law firms and the legal community. Judge Vowell stated the law firms and the legal community would join the Friends Foundation for a fee that that they would pay over a five year span. Judge Vowell stated the money collected would accommodate the Library in bringing outstanding national speakers once a year. Judge Vowell stated the people that would be invited to hear the speakers would attend without a fee but only charged for their attendance to help generate funds for the Friends Foundation. Judge Vowell stated that Mr. Council and James A. Sullivan have been chartered to be on this committee and letters would be sent to the legal community to help with this fundraising effort.

Pat Rumore stated Mickey Trimm, who was a Professor at UAB, and he would reach out to the medical community. Pat Rumore stated Jamal McCaskey, who was a realtor, would reach out to the real state community and people that would be interested in joining the Friends Foundation. Pat Rumore stated that the first group of people would be handpicked but if they have people to recommend please has them reach out to the Friends Foundation. Pat Rumore stated the Friends Foundation had ten people who have already paid a fee to the Friends Foundation. Pat Rumore stated that donations came from the Friends Foundation Board and relatives of the Friends Foundation.

Lynn Flowers-Martin stated she would like the names and addresses of the people who have already made donations to the Henry Epson Sims Society be emailed to her.

Mr. Council stated we are working on some new policies and wanted to have them drafted up to present at the Re-treat.

James A. Sullivan stated that it was fine to postpone the Library Board Re-treat until March of 2020.

Mr. Council stated that the Arlington House or Alabama Power building or two choices he has considered for the Re-Treat.

Kimberly Richardson asked were we still shifting the hours for the Community Libraries.

Karyn Davis-West stated the Community Libraries hours will still be shifting their hours.

Kimberly Richardson asked Pat Rumore if Henry Epson Sims had any living relatives.

Pat Rumore stated Henry Epson Sims, didn’t have any living relatives. Pat Rumore stated that Thracie is making half of the income that is usually made in the Bookstore. Pat Rumore stated since the Monumental Stairs Project the Friends Foundation may not reach their goal.

Mr. Council stated rescheduling the Library Board retreat until March to get the staffing settled and the detailing of the Re-Treat.

New Business

No New Business

Director's Report

Mr. Council thanked all the staff that works in our Public Service areas and the Board for their leadership as the Director, Birmingham Public Library.

Mr. Council also thanked his team and staff for everything they do for Birmingham Public Library.

Board Members' Comments

Kimberly Richardson thanked the staff for all they do for the library. Richardson stated she will make a commitment to call on the mayor’s committee to express all the needs of the library.

Lynn Flowers-Martin stated she observed the dismal of the children and it was a smooth transition. Lynn Flowers-Martin thanked the staff for all they are doing in keeping the children safe while being escorted to their cars and she wanted to applaud everyone for their efforts.

Eunice Johnson-Rogers thanked each and every one who comforted her and her family in the transitioning of her mother and she appreciates everyone’s prayers. Eunice Johnson- Rogers thanked the staff for always making the patrons and herself feel welcomed.

James A. Sullivan thanked the staff for everything they do, and he stated it has been a pleasure serving on the Library Board.

Next Board Meeting is Tuesday January 14, 2019

Submitted By

Floyd Council, Secretary