Minutes January 12, 2010
The Gwinnett County Public Library Board of Trustees held its regularly scheduled meeting on January 12, 2010 at the Five Forks Branch. Present were Board members Phyllis Oxendine-Chair, Dale Todd-Vice Chair, Babs Wagoner-Treasurer, and Phillip Saxton. Margaret Tiller-Secretary was absent. Administrative staff members present were Nancy Stanbery-Kellam-Executive Director, Liz Forster-Deputy Director, Jane Walters-Business Services Director, Kim Rodriguez-Human Resources Director, Sue Calbreath-Events and Outreach Director, Michael Casey-Information Technology Director, Michelle Long-Public Relations Director, Eamon Shelton-Capital Projects Manager, 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 - Election of Officers
Motion by Todd to elect Phyllis Oxendine as Board Chair, seconded by Saxton, unanimous. Motion by Wagoner to elect Dale Todd as Board Vice Chair, seconded by Saxton, unanimous. Motion by Todd to elect Margaret Tiller as Board Secretary, seconded by Saxton, unanimous. Phyllis Oxendine, Board Chair appointed Babs Wagoner as Treasurer.
Board of Trustees Meeting Minutes
Motion by Todd to approve the December 7, 2009 meeting minutes as distributed, seconded by Saxton, unanimous.
Report from Nancy Stanbery-Kellam, Executive Director
Gwinnett County Funding
Nancy reported the Gwinnett County 2010 budget includes $18,962,433 for Library 2010 funding which represents the same level of funding received in 2009. The Library for the remainder of the fiscal year ending June 30, 2010 will not forgo State funding since the County has met the Maintenance of Effort. In June 2009, the Library began preparing for a 10% cut in County funding through the reduction of Personnel, Materials and Operations expenses. This 10% reduction was on top of revenue shortfalls from the State and self generated income which started early in 2009, with 2009 County funding less than requested. Since March 2009, the Library has been making efforts to review and reduce spending in light of the economic reality. In March 2009, the Library made budget spending cuts and instituted a hiring freeze. In June of 2009, the County informed the Library to anticipate a 10% reduction in funding from the previous year and that there would be no funding for the operation of the new Hamilton Mill Branch. In August 2009, the Library hours open to the public were reduced. The Library is starting a new calendar year without having a 10% cut in County funding. The Hamilton Mill Branch will open in early May, and the Library will need to start hiring and training staff as soon as possible. Library hours open to the public will also change in May when the Hamilton Mill branch opens, hopefully increasing to 50 hours a week, and possibly adding evening and Sunday hours.
Customer Survey
The Library launched an 'Hours of Operation' preferences survey on December 15, 2009. As of January 1, there were 3400 respondents. 98.5% of the respondents say they do have a library card. Some customers followed up the survey with emails to be sure the Library understood their particular preferences, and several nice compliments were received. The survey was publicized in the branches as well as on the web page. All the normal media outlets were notified. The survey was also made available in paper in the branches and translated into Spanish and Korean. While there were an adequate number of responses, the deadline was extended to catch those who were busy over the holidays and those returning to the Library after the holidays for pre-school programs. The survey data along with other variables will help Administrative staff develop the hours of operation schedules for Board members to consider at the March 9, 2010 meeting. Administrative staff expect to implement schedule changes to coincide with the opening of the Hamilton Mill Branch in early May 2010.
Capital Projects
In 2007 Gwinnett County engaged Lindsay, Pope, Brayfield & Associates and Dubberly Garcia Associates to assist with the development of a Services and Facilities Master Plan for the Library covering 2008 through 2017. The plan considered anticipated growth and demographic patterns, established service priorities, and public library service delivery trends in its recommendations for facility improvements and a road map for future growth. The study included input from the Library system, various members of Gwinnett County government and local residents. This past November the Library Board approved a Capital Improvements Proposal for 2010 that included two renovation projects from the Master Plan. The two projects are the renovation of the Five Forks Branch and the renovation and addition to the Norcross Branch. The combined budget for design and construction of these two projects will be $3,125,000 in CY2010 and $1,200,000 in CY2011. The Library will be pursuing State Capital Outlay Grant funding for the projects and the remaining dollars will come from SPLOST funds. These projects are included in the Capital Program section of the 2010 County's Operating Budget that was approved by the Gwinnett County Board of Commissioners on January 5, 2010. Also included in the Capital Projects Section is one of the two relocations that were part of the Long Range Facilities Plan. The Library will also be pursuing State Capital Outlay Grants to supplement the budgeted funding for the relocation. Design for this relocation will begin in 2010. The Library appreciates the Board of Commissioner's support and looks forward to a great year. Board members and Administrative staff discussed Capital Projects. Administrative staff reported the Norcross renovation has been included on Georgia Public Library Services' FY11 Capital Outlay Request list sent to the Board of Regents and Office of Planning & Budget. Nancy announced February 25 is Georgia Library Legislative Day. Board members are invited to attend with Administrative staff to meet with legislators to discuss library projects.
Services and Uses Statistics
Nancy provided Board members statistical charts for the Library system which show circulation, door count, program attendance and computer usage for year-to-date November 2009 compared to last year. The system continues to be below last year's percentages due to the reduced hours of service; however, it has stabilized. Nancy also distributed charts providing Georgia's Public Libraries Services and Uses Statistics with GCPL Percentages from 2006 through 2009. In 2009 GCPL represented 15.74% of total circulation in the state of Georgia.
Georgia Public Library Service (GPLS)
Nancy gave the Board members a Tools for Trustees Manual provided by GPLS. When Board members are available, Nancy will coordinate a Training Workshop with GPLS.
Current Practices
Jane reported each January the Board is asked to reaffirm the Current Practices Policy (standard operating procedures). Motion by Saxton to reaffirm the Current Practices Policy, seconded by Todd, unanimous.
Financial Statement
Jane discussed the November 30, 2009 Statement of Revenues, Expenditures, and Changes In Fund Balance. Jane reported the December 31, 2009 Financial Statement will be sent to Board members when completed. Phyllis and Babs would like to review the Better World Books contract to ensure the library is getting the best deal possible for used book sales. Jane will ensure they receive a copy of the contract.
FY2010 Budget Adjustment – Spending Reductions
Jane reported at the beginning of the Library 2010 fiscal year, Library management outlined a plan and started the implementation of spending cuts in light of the uncertainty of future revenues, the proposed 10% cut in County funding and no annual funding for the new Hamilton Mill Branch. Even though the 2009 County funding level has been restored, these budget cuts are still needed to realign Library expenses to Library revenues. Budget adjustments reduce the Materials budget by $252,044 and the Operations budget by $295,000. The Operations budget reductions include the cancellation of the Annual Reading Festival and the reduction of Professional Services which includes courier service, Horizon upgrades, and marketing reductions. Board members and Administrative staff discussed furlough days, staff morale, attrition and hiring for the opening of the Hamilton Mill branch. Board members requested information from Human Resources regarding how many staff have left the system since the hiring freeze began, and how many additional staff would need to be hired to open Hamilton Mill and operate all 15 branches for 50 hours per week. This information will be sent to Board members. Motion by Todd to decrease the Materials budget by $252,044 and the Operations budget by $295,000 and decrease the fund balance requirement by $547,044, seconded by Wagoner, unanimous.
CY2010 Compensation Plan
The County 2010 annual compensation plan does not include increases for County employees for the calendar year. Since the Library has historically mirrored the County's annual compensation plan, there will be no increases for Library employees for calendar year 2010. This includes: Pay for Performance, Cost of Living Adjustment (COLA) and Longevity. Motion by Saxton to adopt the 2010 Library Compensation Plan effective January 1, 2010 which includes: no Pay for Performance, no COLA and no Longevity Pay, seconded by Todd, unanimous.
Other Business
Motion by Saxton to change the Monday, March 8, 2010 Board Meeting at the Five Forks Branch to Tuesday, March 9, 2010, seconded by Wagoner, unanimous.
Motion by Todd at 7:34 PM to adjourn the business meeting, seconded by Wagoner, unanimous.
Minutes submitted by Pamela Covington for Margaret Tiller, Board Secretary.