Library Board Meeting Agenda Indianapolis-Marion County Public Library Notice Of The Regular Meeting October 26, 2015 Library Board Members Are Hereby Notified That The Regular Meeting Of The Board Will Be Held At The Brightwood Branch Library 2435 North Sherman Drive At 6:30 P.M. For The Purpose Of Considering The Following Agenda Items Dated This 21st Day Of October, 2015 DOROTHY R. CRENSHAW President of the Library Board -- Regular Meeting Agenda-- 1. Call to Order 2. Roll Call Library Board Meeting Agenda pg. 2 3. Branch Manager’s Report Rhonda Oliver, Manager, Brightwood Branch, will provide an update on library services to the community. (enclosed) 4. Public Comment and Communications a. Public Comment The Public has been invited to the Board Meeting. Hearing of petitions to the Board by Individuals or Delegations. Only one may speak for a delegation on an issue. Speakers who wish to address an item on the Agenda will be called at the appropriate time during the meeting. A five-minute limit will be allowed for each speaker. b. Dear CEO Letters and Responses (at meeting) c. Correspondence for the Board's general information (at meeting) 5. Approval of Minutes a. Regular Meeting, September 28, 2015 (enclosed) COMMITTEE REPORTS 6. Finance Committee (David W. Wantz, Chair; Vanessa Lopez Aguilera, Lillian L. Charleston) a. Report of the Treasurer – September 2015 (enclosed) b. President Crenshaw will Convene a Public Hearing 1) To consider the Library’s Additional Appropriation of E-Rate Funds to Purchase Equipment for Network Upgrade as advertised on October 14, 2015 in the Indianapolis Star and the Court and Commercial Library Board Meeting Agenda pg. 3 2) Invite Public Comment from the Audience President Crenshaw will Close the Public Hearing c. Resolution 45 – 2015 (Additional Appropriation of E-Rate Funds to Purchase Equipment for Network Upgrade) (enclosed) 7. Diversity, Policy and Human Resources Committee (Vanessa Lopez Aguilera, Chair; Camille D. Blunt, Patricia A. Payne) 8. Facilities Committee (Lillian L. Charleston, Chair; Camille D. Blunt, Oscar A. Gutierrez) a. Resolution 46 – 2015 (Authorization to Prepare Bidding Documents and Solicit Bids for the Warren Branch Project) (enclosed) b. Resolution 47 – 2015 (Approval to Award a Construction Services Contract for the Library Services Center Administration Area Renovation Project) (enclosed) c. Briefing Report for Action Item Scheduled for the November 2015 Facilities Committee Meeting – Approval to Award a Construction Contract for the Library Services Center Uninterruptable Power Supply System (enclosed) 9. External Affairs and Strategic Planning Committee (Oscar A. Gutierrez, Chair; Camille D. Blunt, Patricia A. Payne) a. Map of New Council Districts (enclosed) 10. Library Foundation Update (David W. Wantz, Library Board Representative) 11. Report of the Chief Executive Officer a. CEO Monthly Statistical Report – September 2015 (enclosed) Library Board Meeting Agenda pg. 4 b. CEO Quarterly Statistical Report – 3rd Quarter 2015 (enclosed) c. Progress Report on the Library’s Strategic Plan – Chris Cairo, Director, Strategic Planning and Assessment, will give the Report. (enclosed) d. Confirming Resolutions: 1) Resolution Regarding Finances, Personnel and Travel (48 – 2015) Enclosed. UNFINISHED BUSINESS 12. NEW BUSINESS 13. DISCUSSION AND AGENDA BUILDING 14. Future Agenda Items – This time is made available for discussion items not on the Agenda which are of interest to Library Board members and the opportunity to suggest items to be included on future Library Board Meeting Agendas. Items suggested for upcoming Board Agendas are as follows: November, 2015 - To Be Determined INFORMATION 15. Materials a. Joint Meeting of Library Board Committees Notes – October 13, 2015 (enclosed) Library Board Meeting Agenda pg. 5 b. Special Meeting of Facilities Committee Notes – October 15, 2015 (enclosed) 16. Board Meeting Schedule for 2015 (Notice of Date and Place of Meeting) and Upcoming Events a. Board Meetings for 2015 – Current calendar will be updated each month, as necessary, and additional information highlighted. b. Library Programs/Free Upcoming Events updated through October 25, 2015 and October PSAs. (enclosed) c. Joint Meeting of Library Board Committees – Tuesday, November 10, 2015, at the Library Services Center, 2450 North Meridian Street, at 4:00 p.m. Please note change in date. 17. Notice of Special Meetings 18. Notice of Next Regular Meeting Monday, November 16, 2015, at the Warren Branch Library, 9701 East 21st Street, at 6:30 p.m. 19. Other Business 20. Adjournment 3 Brightwood Branch Library indypl.org About us Brightwood Branch Library is located at 2435 N. Sherman Drive on the near east side of the city in the Brightwood Shopping Plaza (a small strip mall). It was the 6th public library and has operated since 1901. The library was relocated to the current location on Sherman Drive in 1972. In 1996 it was renovated and expanded to double in size to 5600 square ft. of space. The branch service area is bounded by 34th Street to the north, Emerson Avenue to the east, Park Avenue to the west, and Massachusetts Avenue is the southernmost boundary. Brightwood Branch is included in the Strategic Plan for significant improvements. A new building totaling 15,000 square feet is scheduled for completion in 2017. Who We Serve The total base population: 14,903 Land area in square miles: 4.95 35.7% of families living in poverty Schools: 3 IPS, 2 charter schools, Martin University, and Perry Township schools Churches: approx. 100 of various denominations Contact us Phone: 317-275-4310 | Email: [email protected] | Web: http://www.imcpl.org/locations/brightwood 3 How We Serve 5,328 registered borrowers in the Brightwood Library service area 89,494 patron door count in 2014 84,609 items circulated in 2014 13,373 items in collection (as of 10-15) 17 PC’s available for patron use 250 total programs offered in 2014; 4,038 participants 6,921 reference and service helps in 2014 Brightwood Library serves an ethnically diverse population with 88% of the residents being African Americans. The collection contains a wide range of written and audiovisual materials. However, a large emphasis is placed on African American materials to meet the demands of our users. The library is a vital part of the community that provides many assets to help the residents fulfill their needs and goals. The staff works closely with a wide number of groups in partnerships, extending services and providing programs to all ages. We actively participate in several neighborhood partnerships including the Martindale Brightwood Quality of Life and provide library resources and meeting room space to other groups. Contact us Phone: 317-275-4310 | Email: [email protected] | Web: http://www.imcpl.org/locations/brightwood 3 Library collaborations with community groups include: Felege Hiywot Center Indy Parks Perry Township Schools Martindale Brightwood Community Development Corporation Indianapolis Public Schools Brightwood Community Center Making Connections Edna Martin Christian Center Brightwood Community Center Indianapolis Head Start 37 Place Community Center Submitted by Rhonda Oliver, Manager October 14, 215 Contact us Phone: 317-275-4310 | Email: [email protected] | Web: http://www.imcpl.org/locations/brightwood 5a INDIANAPOLIS-MARION COUNTY PUBLIC LIBRARY MINUTES OF THE REGULAR MEETING SEPTEMBER 28, 2015 * * * * * * * * * * * * * * * * * * * * * * * * * * * The Indianapolis-Marion County Public Library Board met at the West Indianapolis Branch Library, 1216 South Kappes Street, Indianapolis, Indiana, on Monday, September 28, 2015 at 6:30 p.m., pursuant to notice given in accordance with the rules of the Board. 1. Call To Order Ms. Crenshaw presided as Chairman. Secretary Charleston was present. 2. Roll Call Members present: Ms. Aguilera, Ms. Charleston, Ms. Crenshaw, Ms. Payne and Dr. Wantz. Members absent: Ms. Blunt and Mr. Gutierrez. 3. Branch Manager’s Report Kimberly Andersen, Manager, West Indianapolis Branch, briefly discussed her Report that had been distributed to the Board. She mentioned that the branch partners with several organizations and businesses in the neighborhood. On October 1, 2015, the branch will host the United Way project, “Connecting Hearts at Home”, when 40 volunteers from Eli Lilly, during their own Global Day of Service, will do painting, planting and some general sprucing up. The next big event is the annual tree lighting event on December 1, 2015 which will bring approximately 600-700 people into the branch. Also, there is a great deal of activity at the nearby Public Collection installation. 4. Public Comment and Communications a. There were no petitions to come before the Board. b. Dear CEO Letters and Responses were circulated for the Board’s general information. c. Correspondence was circulated for the Board’s general information. 2 5. Approval Of Minutes: Executive Session, Regular and Special Meetings a. Regular Meeting, August 24, 2015 The minutes were approved on the motion of Ms. Payne, seconded by Ms. Charleston, and the “yes” votes of Ms. Aguilera, Ms. Charleston, Ms. Crenshaw, Ms. Payne and Dr. Wantz. COMMITTEE REPORTS 6. Finance Committee (David W. Wantz, Chair; Vanessa Lopez Aguilera, Lillian L. Charleston) a. Report of the Treasurer – August 2015 Carolyn Adams, Accounting Manager, discussed the Report. She noted that for the month of August, actual expenditures, less investments and debt payments, were 9.9% less than projected. The Library spent less in supplies and collection materials. Actual revenue was 8.0% less than projected. The Library has received less in copy and print revenue than projected and our e-rate revenue was less. August 2015 expenditures, less investments and debt payments, were 20% less than August 2014. The majority of this decrease was in personal services due to the timing of the third payroll – in July for 2015 and August in 2014. August 2015 receipts were 3% less than August 2014. The decrease is in our copy and print revenue. Year-to-date Fines and Fees revenue for 2015 is $657,155 compared to $675,592 for year-to-date 2014.