Minutes December 7, 2009

The Gwinnett County Public Library Board of Trustees held a meeting on December 7, 2009 at the Administrative office.  Present were Board members Phyllis Oxendine-Chair, Dale Todd-Vice Chair, Margaret Tiller-Secretary, and Phillip Saxton.  Babs Wagoner-Treasurer was absent.  Administrative staff members present were Nancy Stanbery-Kellam-Executive Director, Liz Forster-Deputy Director, Jane Walters-Business Services Director, Barbara Spruill-Branch Services Director, Kim Rodriguez-Human Resources Director, Sue Calbreath-Events and Outreach Director, Michael Casey-Information Technology Director, Deb George-Materials Management Director, Michelle Long-Public Relations Director, Denise Auger-Community Partnership Coordinator and Pamela Covington-Administrative Assistant.  Other administrative staff members were also in attendance.  Phyllis called the meeting to order at 6:30 PM.  

Board of Trustees Meeting Minutes

Motion by Todd to approve the September 22, 2009 and October 21, 2009 Meeting Minutes as distributed, seconded by Saxton, unanimous.

CY2010 Capital Improvement Projects

Nancy discussed Board members approval at the June 2009 meeting of the Capital Improvement Request Plan based on recommendations from the Services and Facilities Master Plan for Gwinnett County 2008-2017.  The Capital Improvement Requests were submitted to the County as part of the FY10/CY10 budget process.  Since that time, the County has instituted a freeze on capital projects that would increase operational funding.  Staff is recommending a revision to the sequence of projects specified in the original Capital Improvement Request Plan.  Two Library relocation projects (Duluth and Lilburn) originally planned for consideration in CY2010 should be deferred and reconsidered for future budget cycles when the financial situation improves.  Since there are projects from the original Capital Improvements Request Plan that present no significant increase in operational costs, staff recommends proceeding with two renovation projects (Five Forks and Norcross) for consideration in CY2010.  Both the Norcross and Five Forks branch libraries are in need of major renovations which can be executed without increasing operational funding.  The Library will be pursuing State Capital Outlay funding for the Norcross project and the remaining dollars will come from existing local SPLOST funds.  Motion by Saxton to revise the 2010 Capital Improvement Request to include recommending two renovation projects for consideration in CY2010 and deferring two relocation projects for consideration in future budget cycles, seconded by Todd, unanimous.

FY2010 Financial Statement

Jane reported the financial statements for September 30, 2009 and October 31, 2009 are on target with the budget.  Fine revenues are down substantially which staff attributes to the branches being open fewer hours to the public.  Staff believes book sales have done well due to the economy as customers are buying more used books.  Other revenue as of September 30, 2009 is 42% of budget mostly due to the receipt of the public relations award and donations; both are not included in the budget as they are not considered sustainable income.  Expenditures for personnel and materials are in line.  Operations expenditures are lower than budgeted due primarily to the curtailment of spending until County 2010 funding is determined.  Revenues on the October 31, 2009 financial statement appear high but include the County quarterly subsidy for October, November and December 2009.  Phillip inquired how the Library would be impacted by the Board of Commissioner's approval for the mileage rate tax increase.  Jane reported the County Finance Department made a recommendation as to how the millage rate increase would be spent, and the proposal for the Library was to remain at the CY2009 funding.  The County CY2009 funding was basically the same base budget funding as CY2008.  The Library needs to wait until the Board of Commissioners vote on the CY2010 budget on January 5 before making final financial plans.  Staff are excited about the funding, but cautiously optimistic.  Board members and staff also discussed the days and hours of service for branches during 2010.  Nancy reported administrative staff are still working on the library's hours of operation and will provide more information in January after the County budget has been approved.     

FY2010 Budget Adjustment

Jane reported as part of the statewide budget cuts, the Georgia Public Library Service has continued to reduce funding to all Georgia libraries.  At this time, the Library's State Grant will be reduced a total of $50,658.  This amount will include the Materials Grant reduction of $39,902, and the Salaries/Benefits Grant reduction of $10,756.  After this adjustment, the FY2010 State Grant budget will have been reduced a total of $173,614 or 13% of the original FY2010 State Grant budget.  Motion by Todd to approve decreasing the State Grant revenue budget by $50,658, decreasing the Materials budget by $39,902, and increasing the Fund Balance requirement by $10,756, seconded by Tiller, unanimous.

Community Foundation for Northeast Georgia

Jane discussed the Community Foundation for Northeast Georgia financial report for quarter ended September 30, 2009.  The Library's total balance of funds is $204,622.   Phillip had questions regarding if the foundation funds could be used for the Library's operating expenses or placed into the fund balance.  Jane explained the foundation funds are not included in the Library's financials.  The foundation funds are an investment for the future of the Library.  Phillip inquired how the marketing program was going to encourage donations to the Library.  Nancy reported several staff members are working on the donation process.  The Library's website will have a donation section where customers can donate and designate if the funds should go to the Community Foundation for Northeast Georgia or to the Library's general fund.   

Policy Revisions

Liz reported several policies needed to be updated in response to the Board's approval on revenue recommendations at the September meeting.  A revised implementation date of February 1, 2010 provides staff time to notify the public and train on the details of the changes.  Motion by Saxton to approve making revisions to the Meeting Room, Fee Based Services, Responsibility for Lost/Damaged Materials, and Library Card Policies with a February 1, 2010 implementation date, seconded by Todd, unanimous.

Other Business

Motion by Tiller to change the Monday, January 11, 2010 Board meeting at the Five Forks branch to Tuesday, January 12, 2009, seconded by Todd, unanimous.

Motion by Saxton at 6:59 PM to adjourn the business meeting, seconded by Todd, unanimous.

Motion by Saxton at 7:00 PM to go into closed session to conduct the Executive Director's Annual Review, seconded by Tiller, unanimous.

Motion by Tiller at 9:30 PM to come out of closed session, seconded by Saxton, unanimous.

Minutes submitted by Pamela Covington for Margaret Tiller, Board Secretary.