Minutes March 18, 2010
The Gwinnett County Public Library Board of Trustees held its scheduled meeting on March 18, 2010 at the Five Forks Branch. Present were Board members Phyllis Oxendine-Chair, Margaret Tiller-Secretary and Phillip Saxton. Dale Todd-Vice Chair and Babs Wagoner-Treasurer were 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, Sue Calbreath-Events & Outreach Director, Deb George-Materials Management Director, Michelle Long-Public Relations Director, Eamon Shelton-Capital Projects Manager, Denise Auger-Community Partnership Coordinator and Pamela Covington-Administrative Assistant. Other administration 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 will host an Open House on Thursday, April 15 from 3:00 to 6:00 PM for those involved in the design and construction of the building. The branch will open to the public on Saturday, April 24, and the ribbon cutting ceremony will take place on Saturday, May 8 at 1:00 PM. The branch was selected to be featured in American Libraries Design Showcase Spring digital supplement. The March 16 article discussed the green elements of the building. On March 25 the branches special features will be highlighted including the "Art in Architecture" component. Local artist Maria Artemis collaborated with the team to create a series of screened glass paintings for windows throughout the library.
March Library Events
Nancy reported on various events held during March: Georgia Library Legislative Day, Read Across America Day and Teen Tech Week.
April Library Events
April 2 – 9: Events & Outreach staff will perform Spring break puppet shows in branches. April 11: The Friends of the Library are again partnering with BounceU of Duluth for a fundraiser. April 11 – 17: In conjunction with National Library Week, GCPL will celebrate "Love Your Library Week" which is a special time to celebrate contributions that people make to the library system and a way for staff to thank them for their support. Again this year, the library is partnering with The Hudgens Center for the Arts for an altered book competition. On March 16, the Gwinnett County Board of Commissioners honored the library with 'A Resolution of Recognition' for Love Your Library Week.
Staff have been working hard developing the FY2011 Budget which will be presented to Board members at the Budget Workshop on Monday, May 10 at the Administrative Office.
Nancy and administrative staff have attended several Engage Gwinnett Committee meetings. Nancy reported there are several suggestions that are being explored. The committee is preparing their official recommendations for the Board of Commissioners. Phillip discussed an article in the Gwinnett Daily Post which mentioned the potential closing of libraries and parks. He stated the article was misleading. Phillip talked with Mike Levengood, Co-Chair of Engage Gwinnett. Mr. Levengood stated a 'what if' question was proposed to the committee regarding possible 10% budget cuts during 2011 and 2012. The committee's mention of possibly closing facilities was based on the 'what if' question of future budget cuts. Phillip suggested the library continue to publicize how its services enhance the quality of life for all Gwinnett citizens. Nancy reported all the information the library has given to the Gwinnett Committee is available on the Engage Gwinnett website. The Engage Gwinnett meetings can also be viewed on the website.
Board of Trustees Meeting Minutes
Motion by Tiller to approve the January 12, 2010 meeting minutes as distributed, seconded by Saxton, unanimous.
Ratify Executive Committee Action and Approve Meeting Minutes
Motion by Saxton to ratify the action taken on January 20, 2010 by the Executive Committee to revise the Fee Based Services and Library Card Polices and approve the meeting minutes as distributed, seconded by Tiller, unanimous.
Branch Hours of Operation
Liz discussed the proposed adoption of a 53 hour, 7 day per week schedule for each branch. The schedule was developed based on community input that has been received from comments, emails and survey responses. It restores hours of library service at the times that are most important to customers. This particular combination of service hours includes five days with morning hours, four evenings each week, and seven days of service. It is designed so that families with young children, students, adults, commuters and lifelong learners will find a time that is convenient for them to use the library. Implementation of the branch hours of operation begin on Sunday, April 25, 2010. Motion by Saxton to approve adoption of the proposed 53 hour, 7 day per week Branch Hours of Operation Schedule, seconded by Tiller, unanimous.
Jane discussed the January 31, 2010 Statement of Revenues, Expenditures, and Changes in Fund Balance.
Recommendation for Purchase of Courier Truck
Nancy and Jane discussed replacement of the library's 2003 courier truck with funds that have been set-aside in the vehicle and replacement fund. The courier truck is used to deliver materials between all 15 branches. The library has held off purchasing a new courier truck for two years; however the current courier truck is old and cost for the maintenance and operation of the vehicle continues to rise. The library issued a request for bids for an 18' medium-duty delivery truck (2' larger than the current truck). The truck that best fits the needs of the library is easily maintained, has low life-cycle costs, has easy maneuverability with a small turning radium, and has easy visibility with the cab forward design. The library recommends awarding the bid to Bellamy Strickland for a total of approximately $48,679. Motion by Tiller to approve the purchase of 1 courier truck from Bellamy Strickland, seconded by Saxton, unanimous.
Jane discussed the fixed asset schedule to surplus the 2003 courier truck that will be replaced by the approved new truck. The 2003 courier truck was scheduled to be replaced in 2008 due to end of useful life. The old truck will be transferred to Gwinnett County for disposition. If sold at public auction, the Library will receive a portion of the proceeds from the sale. Motion by Saxton to approve the surplus of fixed assets totaling $35,881, seconded by Tiller, unanimous.
FY2011 – FY2013 Technology Plan
Liz reported the FY2011-FY2013 Technology Plan is a central companion document to the Strategic Plan and is required when applying for E-rate refunds. Liz thanked Michael Casey, Information Technology Director, and the entire Technology Team for developing the plan. Liz discussed the nine main goals of the plan:
Goal 1: Research and subsequently provide physical modifications and upgrades to existing library structures to support and improve technology services.
Goal 2: Research, implement, and maintain an effective and efficient integrated library system (ILS), including necessary software, web accessibility, and hardware.
Goal 3: Develop and maintain a functional, engaging, and customer-friendly digital presence.
Goal 4: Provide customers with greater self-sufficiency in accessing library services.
Goal 5: Equip public computers with software, hardware, and dedicated features to meet changing customer needs.
Goal 6: Equip staff computers with necessary software for efficient internal communication and collaboration.
Goal 7: Provide relevant and necessary technology training and support for both customers and staff. Supports goal 1.2 of the 2010-12 Strategic Plan.
Goal 8: Create a community digital library to chronicle and preserve the history of Gwinnett County.
Goal 9: Provide for training and evaluation for each of the stated goals.
Phillip suggested that the Technology Inventory list servers, PC's and laptops separately. Michael explained that the servers had been listed with the general network infrastructure because E-rate only reimburses for direct internet connection and not for a portion for each server. Michael will make changes to the Technology Inventory to show a breakdown of servers, PC's and laptops. Motion by Saxton to approve the FY2011 - FY2013 Technology Plan, seconded by Tiller, unanimous.
Phyllis thanked all staff for doing an excellent job and working together as a team.
Motion by Tiller to adjourn the business meeting at 7:24 PM, seconded by Saxton, unanimous.
Minutes submitted by Pamela Covington for Margaret Tiller, Board Secretary.