Minutes June 8, 2009
The Gwinnett County Public Library Board of Trustees held it regularly scheduled meeting on June 8, 2009 at the Five Forks branch. Present were Board members Phyllis Oxendine-Chair, Babs Wagoner-Treasurer, Margaret Tiller-Secretary and Phillip Saxton. Dale Todd-Vice Chair was absent. Administrative staff members present were Nancy Stanbery-Kellam-Executive Director, Rhonda Boyd-Deputy Director, Jane Walters-Business Services Director, Michael Casey-Information Technology Director, Kim Rodriguez-Human Resources Director, Liz Forster and Barbara Spruill-Branch Services Directors, Deborah George-Materials Management Director, Sue Calbreath-Events & Outreach Director, Michelle Long-Public Relations Director, Eamon Shelton-Capital Projects Manager, Denise Auger-Community Partnership Coordinator and Pamela Covington-Executive Assistant. Other administrative staff members were also in attendance. Phyllis called the meeting to order at 6:30 PM.
Report by Nancy Stanbery-Kellam, Executive Director
Deb Jones and the Suwanee branch adopted an Alabama National Guard solider serving in Iraq. Staff have sent care packages to the solider and corresponded through emails. The solider gave the staff a United States flag used in Iraq which is now part of the branches Veterans display.
Nancy thanked Michael and the Web Team for putting together a Value Calculator which customers can access from the website Home Page. The calculator allows customers to estimate what their retail cost would be for library services like purchasing best sellers, renting movies, attending programs and internet use. The calculator is easy to use and helps customers understand the value of library transactions.
Gwinnett Reading Festival
The third annual Gwinnett Reading Festival is scheduled for Saturday, October 17 from 10:00 a.m. to 4:00 p.m. at the Town Green in downtown Duluth. The committee found out that holding the festival for two years at the Gwinnett Fairgrounds resulted in the majority of attendees being from that part of the county. Since the festival is for the entire county, the committee is working with Gwinnett County cities to schedule future festivals. The City of Duluth has gone out of their way to accommodate the festival and is delighted to have it at the Town Green.
Nancy reported on the year-to-date system use numbers: circulation up 5.68%, door count up 3.74% and program attendance is up 28.23%. Also year-to-date shows 1.1 million computer users. The system statistics show how the community is using the services the library provides.
Summer Reading Program
As of today, 25,149 children and 3,317 teens signed up for the Summer Reading Program for a total of 28,466. Last year at the end of the summer the total was 27,625. Today before noon, the Events & Outreach Department had 960 young people attending four programs at two branches. Nancy thanked the Events & Outreach Department for doing an excellent job.
Nancy mentioned how much the library staff appreciates all the positive comments and wonderful emails received from customers. An Academic Support Lab Coordinator at Gwinnett Technical College sent an email thanking GCPL for the wonderful resource, Learn-a-Test, which she refers students to almost daily. Learn-a-test allows adults to practice and study skills they need for work and school and is a great service the library provides.
Phyllis shared a positive customer comment. Phyllis requested a copy of a 1900's book on Georgia's revolutionary soldiers for research she is conducting on ancestors of the Daughters of the American Revolution. The Lawrenceville branch forwarded the reference book to the Peachtree Corners branch. Once Phyllis completed her research the reference book was returned to Lawrenceville. Phyllis thanked the Lawrenceville staff for providing excellent customer service.
Board of Trustees' Meeting Minutes
Motion by Tiller to approve the March 9, 2009 Meeting Minutes as distributed, seconded by Saxton, unanimous.
FY2010 Board of Trustees' Meeting Schedule
Motion by Wagoner to approve the FY2010 Schedule of Board Meetings, seconded by Saxton, unanimous.
FY2009 Financial Statement
Jane reviewed the Statement of Revenues, Expenditures and Changes in Fund Balance for the ten months ended April 30, 2009. The Excess of Revenues over Expenditures of $3.2 million is due to the receipt of the County quarterly subsidy of $4.7 million in April which covers April, May and June. During May & June, the excess of revenues over expenditures will decrease as the quarterly funding is spent. Overall, revenue and expenditures are on course with anticipated revenue and spending projections for the fiscal year end.
FY2009 Budget Adjustments
State Revenue – Materials Grant Partial Restoration
The State has restored $39,872 of the State Materials Grant from the previous budget cut of $173,967. The additional funding will increase State Grant Revenue and restore $39,872 to Materials Expense budget. Motion by Saxton to approve increasing the State Revenue budget and Materials budget by $39,872, seconded by Tiller, unanimous.
State Revenue – Georgia Health Insurance Rate Reduction
The Georgia Board of Community Health approved a reduced employer contribution rate to the Georgia Health Benefit Plan during the last four months in FY09. This rate reduction resulted in the Library paying $29,693 less in State Health employer contributions for state paid employees. Since the Library will not be paying this amount, the State Grant and Personnel Expense budget will be reduced by $29,693. Motion by Wagoner to approve decreasing the State Revenue budget by $29,693 and decreasing the Personnel budget by the same amount, seconded by Tiller, unanimous.
Disposal of Fixed Assets
Approval is requested to surplus a broken, beyond repair micro printer to be transferred to Gwinnett County for disposition. Motion by Saxton to approve the surplus of fixed assets totaling $9,900, seconded by Tiller, unanimous.
FY2010 State Paid Position Conversion
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 FY2010 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 for most of the year due to a retirement. Motion by Tiller to approve a voluntary conversion of one state paid position for FY2010, seconded by Saxton, unanimous.
Nancy reported there were several reductions made to the FY09 budget, and the FY09 budget was used as the baseline to build the FY10 budget. Administrative staff have been working with the County Finance Department to ensure the library is mirroring the County. The County Finance Department has directed the library in what to include in the County Calendar 2010 Request as an increase. The library realizes that these figures are based on assumptions that could easily change based on the economy, which of course translates into County revenue. Tonight Administrative staff are presenting a budget that indicates how much it cost to maintain the existing services that the library provides to the community. The compensation increase was not factored into the budget, because it is easier to add something should it comes to pass, rather than removing the monies from the budget. The only way that the ibrary can give a compensation increase is if the County funds it. Librarians are planners and have begun working on several different scenarios should the need to reduce staffing levels or services to the community arise. The library has been on a hiring freeze for several months except for critical positions. Staff has already realized a reduction in numbers even though the use of the library has continued to increase. Staff are working up numbers for the impact of reduced services. Staff are also working on various scenarios for reduction in staff expenses including furloughs and possible layoffs. All this is Librarians planning should this come to pass. Obviously, the library is trying to do the best for the community, but also for the staff. Administrative staff realizes any scenario chosen will have an adverse affect on the public and the staff, but without resources, there is no other choice. Nancy stated she is proud of how the staff has handled themselves and continued to maintain a high level of service to the community, which the community has come to expect. She also knows the community can count on continued professionalism as the library makes its way through these difficult economic times. Nancy will send out an email tomorrow updating all staff on the current situation.
Motion by Saxon to approve the Fiscal Year 2010 Budget, Expenditures totaling $24,181,168, funded by estimated Revenues of $21,999,646 and Fund Balance requirement of $2,181,522, the Vehicle and Equipment Replacement Fund is designated at $1,711,161, seconded by Tiller, unanimous.
Phyllis stated the budget as proposed by staff has been recommended to the library Board for adoption. However, the Board needs to be aware the figures in the budget may be amended by the County Commission prior to their approval of the budget. Right now the Board is waiting for the Commissioners.
Calendar Year 2010 County Budget Request – Base Budget Request
Motion by Wagoner to approve the Calendar Year 2010 Base Budget Request of $20,352,952, seconded by Saxton, unanimous.
Calendar Year 2010 County Budget Request – Program Modifications
Motion by Wagoner to approve the Calendar Year 2010 Program modifications: Hamilton Mill Branch $1,154,296; Branch Security $234,000; Non-classified branch employees (Shelvers) $231,000, seconded by Saxton, unanimous.
Capital Improvement Request to Gwinnett County
Motion by Wagoner to approve the Capital Improvement Program prioritizing the Services and Facilities Master Plan Recommendations for submission to Gwinnett County for the CY2010 budget process, seconded by Tiller, unanimous.
FY2010 – 2012 Strategic Plan
Rhonda reported that the FY10-12 Strategic Plan is not particularly ambitious in terms of new services and expenditures, as this economic climate doesn't really call for that, and indeed doesn't really allow for that. As with any plan, no matter what the goals and objectives, it needs to be responsive to changes within the community even within the short time span that it covers. The plan focuses on two things: the first three goals focus on making the core services more effective, efficient and accessible through staffing that is more tailored to meeting customers' needs; technology enhancements that streamline the services and make it easier for customers to find what they need; and low cost, high impact improvements and facilities. Simultaneously goal 4 addresses a longer term need: the need for building the community awareness and support that will allow us to take the library to the next level.
Phillip commented that Gwinnett County has been lucky to attract the NCR Corporation which will bring 1,200 plus jobs paying an average of $60,000 per year. He stated this is in line with the Gwinnett Chamber of Commerce and the Partnership Education Committee that he serves on. One of the reasons NCR selected Gwinnett is because of the school system and the ability of the area to provide future employees. Phillip requested the Strategic Plan include a goal or objective on how the library can assist in increasing the graduation rates of Gwinnett County students. Phillip stated if the library had a plan and made it a part of the overall mission to increase the graduation rates it would help the leaders of Gwinnett County attract business, which also may help with potential future budget cuts. Administrative staff and Board members discussed the mission statement of the library, "supporting your informational, educational, and recreational interest with convenient, creative, customer-friendly access to materials and services". It was also discussed as to how the library would measure a goal of increasing the graduation rates of students. Nancy discussed the many ways the library partners with the schools and other organizations to help students of all ages. Branch Managers and Assistant Branch Managers know and work with the school officials. Rhonda mentioned all of the objectives in the Strategic Plan applies to students but also applies to every other constituent. Babs, as a teacher, feels increasing the graduation rates is a function of the school system and Board of Education and not the library or Library Board. Nancy suggested the Library's school position paper could be updated. Phillip recommended tabling the Strategic Plan to give staff time to continue working on it and presenting it to the Board at the next meeting. Rhonda mentioned the current Strategic Plan ends on June 30 and the Board does not meet again until September. She suggested adopting the plan and any revisions could be presented in September. Phyllis stated as Chairman she would not be comfortable not voting on the Strategic Plan, and does not want the staff to be without a plan. Phyllis agrees that Liz and Phillip can work on the school position paper, and if there are any modifications to the Strategic Plan, staff should present them at the September Board meeting. Motion by Wagoner to approve the FY10-12 Strategic Plan, seconded by Tiller, unanimous.
FY2010 Technology Plan
Michael Casey reported the Technology Team spent over one year interviewing staff and reviewing customer surveys to determine what was wanted and needed regarding technology. The team put together a great three year plan, but with the new Strategic Plan starting in FY10, the Technology Plan was changed to a one year plan. This realignment allows the system-wide Strategic Plan to coincide with and inform the Technology Plan. The Technology Plan documents those technological measures the Library will employ to fulfill the goals and objectives identified in the Strategic Plan. Motion by Saxton to approve the FY10 Technology Plan, seconded by Tiller, unanimous.
Phillip asked if the library could donate surplus shelving. Nancy stated she checked with the Legal Department again and state laws restricts the library from donating surplus items purchased with tax dollars. Phillip asked what the library's position was on giving away used books. Nancy stated contractually and legally the library cannot donate used materials.
Phillip asked where we stand with the Promise House. Nancy, Rhonda and Liz have conducted meetings, and Pamela is trying to set up a meeting for them with Tammi Verdi. Phillip explained Tammi Verdi, Lilburn elementary school teacher, and other school library staff are putting together a library called the Promise House in the Huntington Village apartment community. 1,000 books have already been donated to help children who don't have books in the home and are too far away (transportation wise) to get to a library. The Promise House will be open three days a week by volunteers. Phillip asked if the library could set up boxes where people could bring donated books to the library, leave them at the front desk and trucks with volunteers would pick them up. Nancy suggested the Promise House be added to the list of organizations customers are told will accept donated books. Nancy feels adding the Promise House to the donation list will direct a lot of resources to the organization.
Motion by Tiller to adjourn the business meeting at 7:48 PM, seconded by Saxton, unanimous.
Minutes Submitted by Pamela Covington for Margaret Tiller, Board Secretary.