RICHLAND LIBRARY BOARD OF TRUSTEES MINUTES January 8, 2018

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1 In accordance with the Freedom of Information Act, a copy of the agenda was mailed to the radio and TV stations, newspapers, and persons requesting notification; was posted on the pillar located in the lobby of Richland Library Main; and was uploaded to the Richland Library Board of Trustees webpage. RICHLAND LIBRARY BOARD OF TRUSTEES MINUTES January 8, 2018 A regular meeting of the Richland Library Board of Trustees was held on Monday, January 8, 2018 at 5:30 p.m. Board of Trustees Present: Nathaniel A. Barber Cheryl English Edwin B. Garrison Katherine S. Hilton Johnny Ray Noble Alethia Rearden James Shadd, III Yvonne Stocker Ida W. Thompson Library Representatives Present: Melanie Huggins, Executive Director Georgia Coleman, Chief Customer Officer Steve Sullivan, Chief Operating Officer Tracy Allen, Director of Library Experience, Main Tina Gills, Development Director Phillip Higgins, Director of Marketing and Digital Strategy Caroline Hipp, Director of Library Experience, Branches Tamara King, Community Relations Director Roberta Phillips, Planning and Projects Director Sarah Sawicki, Planning and Projects Director Sarah Schroeder, Local History Expert Sarah Sullivan, Chief Financial Officer Wanda Taylor, Executive Administrative Assistant Absent with notice: Betty L. Gregory. Also present: Calvin Jackson, Dahli Myers, JP Lee Robbie Brax, Bill Pouncy, Amy Teramoto, Chantal Wilson, Richard Brown, Thomas Lide, Leila Scott, Sonya Montgomery, Chiquita Singletary CALL TO ORDER Mr. Nathaniel Barber, Chair, called the regular meeting to order at 5:30p.m CITIZENS INPUT None

2 ADOPT AGENDA Mr. Barber called for a motion to approve the agenda for the January 8, 2017 meeting: (Motion: J. Noble; Second: I. Thompson; Motion carried.) APPROVE MINUTES Mr. Barber requested a motion to approve the minutes of the November 13, 2017 regular meeting and the minutes of the December 11, 2017 regular meeting. (Motion: J. Noble; Second: E. Garrison; Motion carried.) CITIZENS INPUT None CHAIR S REPORT Robbie Brax of Kahn Construction provided update on building progress. Richland Main interior construction is complete. The exterior has some asphalt paving and concrete work to finish. The weather played a role in the delay and it should be two three weeks before the back door is open for use. Work will begin on the entrance to the garden level, drawings have been received on the edge project and moving forward. Wheatley (contractor Sunwalt) is 70% complete with need to replace the AC unit. The biggest concern was timing but it is shipping early. Northeast (contractor Construction Dynamics) is 50% complete including concrete exterior panels, closing in entrances, working on getting glass and interior half walls up. Southeast (contractor Benchmark) is less than 10% complete with interior demolition finished and working on getting a new waterline in the building. Edgewood has just started with less than 10% completion. Mr. Garrison asked if closing both ends of the entry foyer at Northeast will maximize the space for public use. Ms. Huggins stated that, yes, entry sequence is being organized and it is all usable space. Mr. Barber welcomed Councilwoman Dahli Myers and Councilman Chip Jackson. Mr. Jackson thanked everyone for their presence at the Richland Renaissance press conference and the show of solidarity. He stated the press conference regarding the conceptual aspect of the project is the easy part. Now the hard parts of the project will begin such as finding funding sources to show the people this will not bankrupt the County while providing needed services. He indicated things are moving forward with the plan to be clearly identified before any action takes place, although the paper didn t mention a strategic plan for funding. Great concepts and ideas need funding haven t reached the debt ceiling on bonds, selling of buildings, and notes called in are different approaches to funding projects and moving cautiously until funding is defined. There will be due diligence in negotiations of contracts for buying properties and using taxpayers money wisely to provide quality consolidation of services for the County, a transportation hub, a library in lower Richland. Mr. Jackson asked Councilwoman Myers to address the Board. Ms. Myers stated she is beyond excited but cautious. Transformation for the County is in the best interest of all to include new welcome signs. Richland County is the Capital s county and we need to show that we recognize and invest our money in the County seat and heart of the State. She stated she is excited about the proposed library in Lower Richland and the County will be a partner in the project. She is grateful for the Richland Library partnership and those who attended the press conference.

3 Mr. Barber announced that Melanie Huggins, Executive Director has been named to the Columbia Business Monthly s List of 50 Most Influential People for Mr. Barber and attendees congratulated Ms. Huggins on this honor. EXECUTIVE DIRECTOR S REPORT Melanie Huggins announced Susan Benton, President and CEO with the Urban Libraries Council, will visit on Wednesday for a meeting with Mayor Steve Benjamin. Mayor Benjamin will be assuming a leadership role as the Vice President for The United States Conference of Mayors. Ms. Benton wishes to stress the importance of libraries being on the national agenda. Also, as a precursor, the ULC will host representatives from 50 libraries for two days in May. Our Board will be involved in this event and will include a tour of the Library and how it has progressed and will also serve as a great learning opportunity for our staff. This conference will show how the libraries, the arts, and cultural partners sustain economic development. The conference, in addition to the annual conference and the financial partners meeting, will be an annual event meeting at partnering library locations. Ms. Huggins reminded all Board members of the January 22 nd Board/Staff Social and Strategy Session to be held at The Blue Marlin. Ms. Huggins made the following staff announcements: Sonya Montgomery has joined the Library as Annual Support Coordinator in the Development Office; Shirley Carter (Blythewood) is retiring and will be replaced by Crystal Johnson. Chantal Wilson will assume a new role at Main as the Reader s Advisory and Research Manager. Ron Stieg has retired from Main. Ms. Huggins asked Board members to reference their packets for year-end program statistics. Ms. Huggins reported on the anticipated opening of the Garden Level at Richland Main. We are in the final stages of preparation for this area. We hope to have the public in as soon as possible, maybe on January for a soft opening. The opening celebration and ribbon cutting ceremony will take place on February 3. Ms. Huggins began her career in the Children s Room at this Library. Rev. Noble asked if we capture people in exit interviews to glean information from their experiences and thereby, improve our experiences in professional development and growth. Ms. Huggins said staff engagement surveys have been utilized in the past and may do this again. Ms. Thompson asked if there is any way to obtain additional markings for safe crossing on Assembly Street. Ms. Hilton asked who should be contacted regarding this issue. Ms. Huggins will provide contact information.

4 TREASURER S REPORT Sarah Sullivan introduced the auditor, William Bill Pouncy, with J. W. Hunt and Company. Mr. Pouncy recognized Ms. Sullivan and stated his appreciation to her and her staff. He reported there is nothing negative in the financial statement. Totals assets are up from previous year. General revenues are up from funds coming from County to fund projects. Mr. Barber asked why revenue is listed at the bottom and expenses at the top. Mr. Pouncy it is a government standard. Ed Garrison asked about the Library tax bill and Ms. Sullivan indicated capital assets are owned by the County. The Library sends the audit to the County and their auditors review and roll into theirs. Mr.Pouncey reported no changes in any policies from the previous years. Mr. Pouncy stated South Carolina law dictates that the Richland Library contribute to the SC Retirement System. At this time, Mr. Barber asked Mr. Pouncy if he had anything to discuss with the Board that would require staff to leave the room. Mr. Pouncy said he did not. Mr. Barber thanked Mr. Pouncy for his overview and asked Rev. Noble to deliver the Treasurer s Report. Rev. Noble referenced the balance sheet on page 43 of the Board packet, dated November, showing $5.1M in investment dollars and working to find the best options for investments. Rev. Noble reported everything is progressing as it should. He stated that on the income statement, money is coming in lower than last year because of tax collection. He directed the Board to the grant statement which indicates an increase to $620K, up from $244K last year. Mr. Garrison asked if the increase is from more grants or larger ones. Ms. Huggins indicated we have received larger ones, such as the Knight Foundation. REPORT OF THE RICHLAND FRIENDS AND FOUNDATION Foundation Chair, JP Lee reported The Foundation Board met for its regularly scheduled meeting on Wednesday, December 13. As expected, the board voted to approve the proposed Third Restated Trust Agreement to replace the Second Restated Trust Agreement dated June 30, 2013, which was the current version of our governing document or bylaws. The revised version changed references to the Foundation to Richland Library Friends and Foundation, authorized proxy authority for board members, and provided that meeting notices could be accomplished by . Also taking place at the December 13 meeting was the approval of the new logo which was created by Library Art Director, Steven Olexa. The organization s new name and logo will be soft launched at the Friends and Foundation Winter Book Sale scheduled January 26 and 27. Prior to the soft launch, library staff will be notified about the new name and logo, as well as donors, former Friends members, and the community stakeholders of this exciting news by mail. Also, a press release will be issue to inform the community-at-large. The Literary Vine Committee will be meeting on Wednesday, January 10, to begin planning for this year s event which will be held on May 5, 2018 at the Main Library.

5 ITEMS OF BUSINESS A. APPROVE CONSENT ITEMS: 1. APPROVE BALLENTINE ADDITIONAL PARKING Mr. Sullivan requested consideration for approval of the Board of Trustees for Ballentine Charge Order Proposal 82, Additional Parking Lot and Landscaping, with Penn Contracting, in the amount of $179, Mr. Barber called for a motion to approve the above change order as follows: Initial Cost: $179, Maintenance Costs: Source of Funds: Capital Projects>Ballentine>Construction (Motion: K. Hilton; Second: J. Noble, Motion Carried.) 2. APPROVE NORTHEAST FURNISHINGS PACKAGE Roberta Phillips requested consideration of approval of the Board of Trustees for the Northeast Project Furnishings Package in the amount of $269, Mr. Barber called for a motion to approve the Northeast Project Furnishings Package as follows: Initial Cost: $269, Maintenance Costs: Source of Funds: Capital Projects>Northeast>FFE Alfred Williams $ 64, State Contract McWaters $ 39, State Contract CBI $ 25, State Contract McWaters $107, Bid Carolina Furnishings $ 29, State Contract Book Return $ Library Supplies Vendor Total $269, (Motion: J. Noble; Second: K. Hilton, Motion Carried.) 3. APPROVE CHANGE ORDER TO MCGREW MILLWORK CONTRACT, NORTHEAST CHANGE ORDER 1 Mr. Sullivan requested consideration of approval of the Board of Trustees for the change order to the existing millwork contract that would add the service point for the Northeast project. This is McGrew Millwork Contract, Northeast Change Order 1 in the amount of $28, Mr. Barber called for a motion to approve the change order to McGrew Millwork Contract, Northeast Change Order 1. (Motion: C..English; Second: Hilton, Motion Carried.)

6 DATE OF NEXT BOARD MEETING The next board meeting will be held on February 12, 2018 at 5:30 p.m. CITIZENS INPUT None. ADJOURN The meeting adjourned at 6:33 p.m. Respectfully submitted, Katherine Swartz Hilton Secretary