Minutes November 10, 2008
The Gwinnett County Public Library Board of Trustees held its regularly scheduled meeting on November 10, 2008 at the Five Forks branch. Present were Board members Lloyd Breck-Chair, Phyllis Oxendine-Vice Chair, Margaret Tiller-Secretary, Dale Todd-Treasurer and Denise Varenhorst. Administrative staff members present were Nancy Stanbery-Kellam-Executive Director, Rhonda Boyd-Deputy Director, Jane Walters-Division Director Business Services, Kim Rodriguez-Division Director Human Resources, Liz Forster-Division Director Branch Services, Deborah George-Division Director Materials Management, Michael Casey-Division Director Information Technology, Sue Calbreath-Division Director Events and Outreach, Michelle Long-Public Relations Director, Denise Auger-Community Partnership Coordinator, Eamon Shelton-Capital Projects Manager and Pamela Covington-Executive Assistant. Lloyd called the meeting to order at 6:30 PM.
2nd Annual Gwinnett Reading Festival Presentation by Michelle Grice and Barbara Spruill, Committee Co-Chairs
The goal for the committee this year was to grow the tradition of the festival. Popular venues from the inaugural festival were brought back and some new events were added. The Exhibit Hall featured download stations that showcased e-books, a Hamilton Mill branch green elements display, branch posters demonstrating staff creativity, Dewey and balloon animals that charmed the children. The Brookwood High School Chamber Ensemble played throughout the afternoon. Author Alley and Author Chat provided the public an opportunity to talk one-on-one with new or favorite authors. A new venue, the Writer's Corner, featured Mary Jane Clark, Nathalie Dupree and Kelly Stone, plus author panel discussions on Grit Lit and Original Voices. On the Main Stage, people heard presentations by Carmen Deedy, Rick Bragg and Steve Martini. Children and parents loved Spider-Man's great message about education and reading on the Children's Performance Stage. Children's venues included the Aurora Theatre students' performance of "Miss Nelson is Missing," face painting, fire trucks, Author and Storyteller programs including "Meet the Author" and bilingual storytimes.
3,001 free books were given to community children and teens made possible in part by the Georgia Humanities Council Grant and the Lawrenceville Women's Club. Teen authors, illustrators, and classic mimes engaged youth in the art of communicating through story. The Sports Venue included Sumo Suit Wrestling, Wii bowling, football games and scores on TV, Atlanta Braves activities and Patrick Garbin, About Them Dawgs. The festival was attended by 4,556 community members. An on-site survey was conducted and 88.9% of the respondents said they would be Very Likely to attend the 2009 Festival. Wonderful comments were received from the community, authors and staff. Community partnerships included donations from 45 organizations and participation from 32 educational and literary vendors. Media sponsors were the Gwinnett Daily Post, Mundo Hispanico, Olympus Media and Fast Signs. The committee thanked sponsors, staff and the community. GCPL looks forward to a great 2009 Gwinnett Reading Festival.
Report from Nancy Stanbery-Kellam, Executive Director
The weather was beautiful on Tuesday, October 21 for the Hamilton Mill groundbreaking ceremony. Nancy and Eamon attended the first preconstruction meeting on October 29. Garrard Construction Group anticipates substantial completion in 365 days with a potential opening in early 2010.
The author event at Sweetwater Chapel with Elizabeth Whitley Roberson was wonderfully successful with over 100 people in attendance.
Over 80 Cub Scouts and parents visited the branch. The Cub Scout leader sent a note complimenting the branch, staff and library system.
Nancy shared sad news that one of our customers at the young age of 25 had passed away. A picture of the Collins Hill branch gardens with a 15 year old Eagle Scout was displayed at the memorial service. Ten years ago the young man partnered with the Library branch to earn his Eagle Scout by providing the gardening. Nancy stated she was very proud of the services the Library provides, and the difference it makes in people's lives.
Meg and Cara judged PTA Reflections Essays in Literature for Dacula and Freemans Mill Elementary Schools. Dacula staff have also been involved in the ESOL Parents Night issuing several Outreach cards and promoting the Reading Festival, Doggie Tales, Storytime, Tutor.com and other library events and services.
The Gwinnett Basketball League has partnered with the Centerville branch to help children and their parents become as interested in academics as they are with sports. On Friday afternoon's students, coaches and tutors use the Centerville branch to study. The library is so impressed with the Gwinnett Basketball League for starting this great program. Students from Calvary Chapel Private School enjoyed touring the branch. Staff at Centerville also participate in the Guest Reader Program by conducting storytime at the Partee Elementary School.
GCPL was one of five libraries selected to conduct the Prime Time Family Reading Time. The Board of Regents provided LSTA funds in the amount of $7,600. Norcross just finished the six week program which helps families improve language and reading skills. Nancy and her son James enjoyed attending the program on October 30. Nancy thanked Karen, her Kiwanis Club and all the branch staff for a wonderful program.
Five Forks hosted the National Tour of the Digital Bookmobile on Saturday, November 1. Over 100 people visited to learn about digital downloading and to experience the downloadable services the library offers.
Customer Chris Green was featured October 19 on Fox 5 News as using the library to assist in his job search. The report talked about the state's unemployment rate and the economy forcing people to cutback where they can. Chris utilized the library for free to update his resume, conduct internet job searches and refresh his Craigslist ad. On November 6, Chris stopped by the branch to thank Library Associate Patrice Prevost for her help and encouragement over several visits. Chris now has to choose between two job offers!
To promote the Reading Festival, Nancy conducted radio interviews with Radio Disney and Radio 550. Nancy also had the opportunity to speak to the Gwinnett Rotary Club and the Gwinnett Historical Society.
GPLS Facilities Summit & Directors Meeting
Nancy and Eamon attended the first GPLS Facilities Summit in Columbus. The summit provided 50 Library Directors and facilities staff the opportunity to attend workshops, lectures, and discuss new building strategies and sustainability. Nancy also attended a one day Directors meeting following the Summit.
GPLS New Directors Orientation
The two day orientation covered library funding, budgets, accounting, continuing education for staff and working with Board members.
GPLS Directors Team
Nancy was selected along with five other Georgia Library Directors to work with Nate Rall, GPLS Director of Construction. The team will work on the criteria for the Library Requirements for Capital Outlay Grant Funds policy. Strategies to push for increasing the limit for funding from 2 million to 3 million have also been discussed. Nate is also interested in creating some incentive dollars for libraries that include sustainability strategies in their design.
Nancy presented flowers to Denise Varenhorst and thanked her for so graciously agreeing to fill a term on the Library Board.
Lloyd Breck will be leaving the Board of Trustees on December 31, 2008 after serving 8 years. Lloyd was presented a plaque and proclamation. Nancy thanked Lloyd for his dedication and service to Gwinnett County and the library system. Lloyd received a standing ovation!
Board of Trustees' Meeting Minutes
Motion by Oxendine to approve the September 8, 2008 meeting minutes as distributed, seconded by Todd, unanimous.
Jane discussed the financial statement for three months ended September 30, 2008. Overall at the end of the first quarter, several revenue reductions were experienced in the budget. These reductions have caused a decrease in the Materials budget and an increase in the funds needed to balance the FY09 Budget from the fund balance. As the Library moves forward in the fiscal year, expenses will be carefully monitored with preparation for the possibility of additional funding reductions in the future. The Library eagerly anticipates the approval of the 2009 County Subsidy. Based on the recommendation by the County Department of Financial Services, the library will receive the requested base budget increase of $677,900 and the Hamilton Mill program modification of $393,800. However, the recommendation will not be final until approved at the January 2009 County Commissioners meeting. The first quarter Expenditures exceeded Revenue by $403,611 decreasing the fund balance. The first quarter ended with a fund balance of $5,523,526. Included in the September 30, 2008 fund balance is the vehicle and equipment replacement fund, the operating contingency and the designated budget balance requirement.
The Library Fund with the Community Foundation for Northeast Georgia has experienced market depreciation due to the economy. The ending balance as of September 30, 2008 is $222,372.
FY09 Budget Adjustments
State Funding Reduction
Georgia Public Library Service has notified all state Libraries that there will be a reduction in the FY09 State Materials Grants by 40%. GCPL's State Materials Grant of $436,825 has been reduced by 40% or $173,171, and the System Services Grant of $367,143 has been reduced by $6,000. Motion by Todd to record an adjustment to State Revenue by decreasing State funding $179,171; decreasing materials by $173,171 and increasing the fund balance requirement by $6,000, seconded by Tiller, unanimous.
Interest Revenue Reduction
At the time the FY09 Budget was developed, interest revenue was reduced from the prior year budget in anticipation of an economic slowdown. However, due to the current interest rate trend, the Library requests to reduce the interest revenue budget by $75,000 to bring the budgeted amount in line with actual projected revenue. Motion by Tiller to record a decrease to Interest Revenue by decreasing Interest Revenue $75,000 and increasing the fund balance requirement by $75,000, seconded by Varenhorst, unanimous.
Gwinnett Technical College Revenue Reduction
The Library has an agreement with Gwinnett Technical College to provide staffing for their college library. In return Gwinnett Technical reimburses the Library for the personnel cost plus an administrative fee. The college has requested a reduction in the staffing of their library due to a reduction in State funding. GCPL has been able to relocate one staff member to a vacancy at a Library branch. Motion by Todd to record an adjustment to Gwinnett Technical College Library Services by decreasing Self Generated Revenue $36,244 and increasing the fund balance requirement by the same amount, seconded by Varenhorst, unanimous.
Motion by Varenhorst to adjourn the business meeting at 7:15 PM, seconded by Oxendine, unanimous.
Motion by Oxendine to go into closed session at 7:20 PM to conduct the Executive Director's Annual Review, seconded by Todd, unanimous.
Motion by Oxendine to come out of closed session at 7:45 PM, seconded by Varenhorst, unanimous.
Minutes submitted by Pamela Covington for Margaret Tiller, Board Secretary.