Minutes June 14, 2010
The Gwinnett County Public Library Board of Trustees held its regularly scheduled meeting on June 14, 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, Michael Casey-Information Technology Director, Kim Rodriguez-Human Resources Director, Barbara Spruill-Branch Services Director, Deb George-Materials Management Director and Pamela Covington-Administrative Assistant. Other administrative staff members were also in attendance. Phyllis called the meeting to order at 6:30 PM.
Report from Nancy Stanbery-Kellam, Executive Director
The Hamilton Mill Branch held a Ribbon Cutting Ceremony on May 8, 2010. Gwinnett County Commission Chairman Charles Bannister and Commissioner Mike Beaudreau addressed several hundred in attendance. Music was courtesy of the 105th Georgia State Defense Force Band, Boy Scout Troop 597 raised the flag, and Dacula Beauty Queens read stories in the children’s area. Nancy thanked all the community supporters who provided and served cake and ice cream on the patio. Precision Planning, who designed the building, provided program bookmarks. The bookmarks have seeds implanted in the paper which once planted provide beautiful flowers. The community has embraced the County’s first ‘green’ library. Since opening day on April 24 through June 8, there have been 1,789 new registrations, 73,101 items have been checked-out and over 29,411 customers have visited.
Customer Comments - New Branch Hours of Operation
Nancy shared several positive compliments regarding the new branch hours of service which began on April 25 (53 hours per week/7 days per week).
Summer Reading Program (SRP)
So far 23,294 children and 3,398 teens have registered for the Summer Reading Program. Teen registration is up 33% from last year. Over 1,908 families have attended kick-off parties, a 54% increase over last year. For the second year, the library has partnered with the Gwinnett Braves to bring players to the branches to read to children. All children who complete SRP will be given a ticket to a Gwinnett Braves game. The library will also pick a child to throw out the first pitch during 2 games. During June, Events and Outreach staff are providing the popular and successful puppet shows. Eric Litwin, local musician/storyteller, will be performing at branches.
Virtual Staff Day
Virtual Staff Day was held on April 28. The C.A.R.E. winners were: Impact Award - Justin Naes, Norcross Library Associate. Rookie Award -Stephanie Galipeau, HQ Collection Development Librarian. Performance Awards - Library Associates Laura Dobbins-Duluth; Coby Kirby-Lawrenceville & Diane Smittkamp-Lilburn. Team Award - PIN Implementation Team: Michael Casey-IT Division Director; Pat Herndon-Hamilton Mill Branch Manager; Cara Karnes-Hamilton Mill Assistant Branch Manager; Anna Rubin-Duluth Branch Manager; and Barbara Robertson-Norcross Assistant Branch Manager. Nancy stated Virtual Staff Day was a technological wonder and thanked Jay Turner for all his hard work.
2010 Georgia Summer Teen Partnership Program
The Georgia Department of Human Services and its Georgia Teen Work Program partnered with the Georgia Department of Labor and Workforce Boards through the state to provide summer job opportunities for teens. Through the Atlanta Regional Workforce Board, GCPL has 48 participants divided between 11 branches and 2 departments at the administrative office. Youth are paid through federal stimulus funds and work 35 hours per week.
Altered Book Contest & Library Champions Reception
During Love Your Library Week, April 11-17, artists had the opportunity to enter the Altered Book Contest, a visual celebration of the book. This is the second year the Library partnered with the Hudgens Center for the Arts to judge and display the books. Hudgens held a reception where Nancy presented certificates to the art winners. Library Champions were also presented certificates for the great volunteer work they provide the library system. A Rotary and Kiwanis Club were recognized for going the extra mile and making financial donations.
Glenda Sartain, Suwanee Branch Manager, will be retiring after 13 years with the system. Sue Calbreath, Director of Events & Outreach, will retire at the end of June. During Sue’s 28 years with GCPL, she has served as a Branch Manager, Children’s Services Coordinator, Special Needs Coordinator, Training Division Director, and IT Division Director.
Board of Trustees Meeting Minutes
Motion by Saxton to approve the March 18, 2010 Meeting Minutes as distributed, seconded by Todd, unanimous.
FY2011 Board of Trustees Meeting Schedule
Motion by Wagoner to approve the FY2011 Schedule of Board Meetings, seconded by Saxton, unanimous.
FY2010 Financial Statement
Jane reviewed the Statement of Revenues, Expenditures and Changes in Fund Balance for the ten months ended April 30, 2010. The Excess of Revenues over Expenditures for this period is $4,622,902 which mainly represents the receipt of the County quarterly subsidy received in April, the first month of the quarter. The excess of Revenues and Expenditures will decrease over May and June as the quarterly funding is spent. Overall Revenues are in line with the budget while Expenditures are less than budget due to cost saving measures initiated through the year.
Community Foundation for Northeast Georgia Financial Statement
Jane reviewed the Community Foundation for Northeast Georgia financial statement for quarter ended March 31, 2010. The library fund endowment is $228,646. Board members asked how the fund was doing compared to last year. Jane reported the library fund was down in 2008; in 2009 the library fund was up about $24,000, and the library fund is up $11,656 for the first quarter of 2010. Nancy reported beginning in March 2010 customers could make library donations directly to the foundation through GCPL’s website. Phillip suggested the library promote donations to the foundation; particularly, that customers can make donations directly on the library website.
FY2011 Budget Approval
Jane discussed the FY2011 Budget documents which Board members reviewed at the May Budget Workshop.
Motion by Todd to approve the Fiscal Year 2011 Budget; Expenditures totaling $22,147,000, funded by estimated Revenues of $21,580,433 and Fund Balance requirement of $566,567. The Vehicle and Equipment Replacement Fund is designated at $1,832,479, seconded by Wagoner, unanimous.
Calendar Year 2011 County Budget Request
Motion by Todd to approve the Calendar Year 2011 Base Budget Request of $18,962,433, seconded by Wagoner, unanimous.
Capital Improvements Request to Gwinnett County
Nancy discussed the revisions to Phase I & II of the Capital Improvements Request. The revised figures are lower than originally listed and distributed at the May Budget Workshop. The revised figures are based on actual costs gathered from the Hamilton Mill project and projections made by Gwinnett County Capital Projects Division staff and library staff. The changes have been made to the relocation projects only. Board members discussed the current and future capital projects, operating costs and funding. Motion by Wagoner to approve the Capital Improvement Program prioritizing the Services and Facilities Master Plan Recommendations for submission to Gwinnett County for the CY2011 budget process, seconded by Saxton, unanimous.
FY2011 Conversion of State Paid Positions
Jane reported at the beginning of each fiscal year, the Library has the option to make a voluntary conversion of any state paid position from a Salaries grant to a $55,000 System Services grant. For FY2011 converting one position to a System Services grant would be advantageous to the Library due to the State of Georgia hiring freeze for state paid positions. This conversion will maximize funding from the State since one state paid position will be vacant due to a retirement. Motion by Saxton to approve a voluntary conversion of one state paid position for FY2011, seconded by Todd, unanimous.
Phillip stated he does not anticipate the Board of Commissioners reducing the Library funds in January 2011, but would like the administrative staff to be prepared and know what options are available. Phillip requested a ‘What If’ scenario budget of 10% and 20% reduction in county funding. The report will be prepared and mailed to Board members.
Phillip discussed a Marketing Campaign stressing the value of Libraries, Librarians and services provided. Phillip has met with Nancy and Liz regarding various ideas. Phillip stated once the community has a full appreciation of what GCPL librarians do, the tendency to recommend that libraries be closed would not occur to many people. Board members thanked all staff for doing a tremendous job.
Phyllis stated GCPL staff are the best in the state of Georgia, and it is an honor for the Board members to serve on the Library Board of Trustees.
Phyllis requested a complete report on the library’s weeding procedures and guidelines. The report should include if all branches use the same guidelines, and if branches use their own discretion regarding weeding materials. Phyllis is interested in reviewing possible ways to improve the weeding guidelines. Phyllis wants to insure the library does not over weed materials. Phyllis would like the report prepared by September if possible, if not then by November.
Motion by Saxton to adjourn the business meeting at 7:24 PM, seconded by Wagoner, unanimous.
Minutes submitted by Pamela Covington for Margaret Tiller, Board Secretary.