September 13, 2010
The Gwinnett County Public Library Board of Trustees held its regularly scheduled meeting on September 13, 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, Barbara Spruill-Branch Services Director, Kim Rodriguez-Human Resources 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. Phillip thanked staff for the flowers, cards, support and thoughts during the recent passing away of his 95 year old mother.
Report from Nancy Stanbery-Kellam, Executive Director
The Hamilton Mill Library has been recognized as one of the most innovative, unique and challenging construction projects in the nation by the Building of America Network. The network is a 15-year compilation of the nation’s most important and unique projects and the companies responsible for their planning, design, engineering and construction. The architects, Precision Planning, Inc., submitted the Library plans for review, and Hamilton Mill was awarded the Gold Medal.
The Library partnered with Harper Collins Publishing and Garden Plaza to celebrate “50 Years of To Kill a Mockingbird”. 150 people enjoyed a complimentary luncheon and book discussion with authors Mary Kay Andrews, Jack Riggs and Paul Guest. 75 people stayed after the luncheon and book discussion for a free screening of To Kill a Mockingbird.
Summer Reading Program (SRP)
Another record-breaking summer at the Library demonstrated that Gwinnett County children, teens and families loved Making a Splash at their local branches. Overall registration was 36,850. Teen registration has shown a remarkable growth in the last three years, rising from 1,274 to over 5,200. GCPL participated in a new contest this summer; the “Make a Splash – Save for College Sweepstakes” sponsored by TIAA-CREF and Georgia Public Library Service (GPLS). The contest awarded one Summer Reading Program participant the grand prize of $5,529 toward a Path2 College 529 Plan account. The Grayson Branch received the prize for the Georgia Library with the greatest number of entries, and GCPL received $1,529 for future children’s and teen’s materials and programs. Amy, Gail and Nancy attended the Awards Ceremony in Athens. SRP program attendance was very high at 22,680. Thanks in part to the SRP Grant funded by GPLS, the Library held 261 events; including storytimes, musical programs, bi-lingual storytelling, films, crafts, beach parties, puppetry performances and magic shows. The statistic that the Library is the most proud of is the increase in the completion rate: 31% over last summer. Over 5,000 free books were given away! Teen Reps worked hard this year to increase teen participation and completion of the Summer Reading Program and literally put their heads on the line. Niles Gray, Lawrenceville Branch, shaved his head like 70’s icon Mr. T, and four staff from the Suwanee Branch dyed their hair pink when teens met the branch’s goal for completion. Nancy distributed pictures to Board members and thanked staff for their dedication.
Fall Into the Arts (FITA)
Fall into the Arts is a new exciting program where the Library is partnering with several local non-profit cultural organizations to bring literary, performing, visual and musical arts to the community at little to no cost. The Library has incorporated Gwinnett Reads into FITA making it the keynote literary event to kick off the series on Thursday with author Sara Gruen at the Aurora Theater. Nancy distributed FITA brochures and discussed the other programs: September 21-Hudgen’s Center for the Arts will host a lecture and reception for artist Tom Nakashima; October 31-Gwinnett Symphony Orchestra & Chorus will present A Halloween Spooktacular; December 3 Author Tim Green will discuss his writing career at the Norcross Cultural Arts and Community Center; and on December 4 the Gwinnett Ballet Theatre will presentThe Nutcracker. The Library appreciates and thanks all the sponsors and partners for their support.
FY2010 Summary of Accomplishments
Nancy distributed the FY2010 Summary of Accomplishments and Check Us Out report. Nancy discussed some of the issues the Library faced, as well as highlighting accomplishments during the fiscal year. Along with key changes in staffing, the Library also responded to budget issues, community concerns and detailed inquiries from the Board of Commissioners appointed citizens’ group, Engage Gwinnett. GCPL proactively trimmed budgets and processes in every department and introduced new services in keeping with the FY2010-13 Strategic Plan, as well as the 2030 Gwinnett County Unified Plan. The 15th branch, Hamilton Mill, was opened and quickly registered 2,300 new customers. Administrative staff are proud of the first ‘green’ Library. The Library secured 9 grants and 34 new partnerships were established in the community. Young people have been reached by the staff during outreach to schools. Volunteer hours increased by 25%. The Library has already saved money with the ‘green’ initiatives and will have greater savings in the coming year. The FY2010 Check Us Out report reveals the value of items and services provided to the community as $137,734,030.
Board of Trustees Meeting Minutes
Motion by Saxton to approve the June 14, 2010 Meeting Minutes as distributed, seconded by Todd, unanimous.
FY2010 Financial Statement – June 30, 2010
Jane discussed the June 30, 2010 Fiscal Year End Financial Statement. The Library started the fiscal year with the threat of major revenue reductions when the County approved its resolution to reduce countywide spending. The Library proactively responded to the mandate with cost saving measures that included a reduction in open hours. Then in January 2010, the County Commissioners approved the Library’s 2010 funding at the 2009 level. Once the funding was approved, the Library system was able to move forward increasing the number of hours open to the public at all fifteen Library branches. To accommodate these additional open hours and the staffing for the new Hamilton Mill Branch, the Library started the hiring process as soon as the funding was approved. The Library system increased open hours to the public on April 25, 2010. Jane reported on financial highlights regarding Revenues, Expenditures and Fund Balance. Revenues for FY2010 totaled $21.7 million. The Library received 87% of its revenue from Gwinnett County, 5% from State and Federal grants and the remaining 8% from self-generated income. Revenues did decrease from the prior year: State revenue 12%, fines 15% and interest income 58%. Expenditures for the year totaled $20.4 million which represents 90% of the budgeted amount. During 2010 the Library continued to explore efficient and effective ways to use it resources. Personnel Expenditures were $14.6 million and represent 91% of the personnel budget. The $1.4 million remaining budget represent salary savings realized from position vacancies due to normal turnover of Library staff and the continuation of the hiring freeze instituted in February 2009. The hiring freeze was lifted in order to open additional hours to the public at all 15 branches and to staff the new Hamilton Mill Branch. New hires started working during the last quarter of the fiscal year. Material Expenditures were $3.2 million and material encumbrances of $291,826 utilized nearly 100% of the materials budget. The Operations Expenditures totaled $2.6 million representing 80% of the operations budget. The remaining budget balance presents E-rate reimbursement and year-end operations encumbrances, and a reduction in operation expenses realized due to the reduction in open hours. All these and the overall curtailment of operation spending added up to the remaining budget balance of $632,421. The Fund Balance at June 30, 2010 was $7.3 million; increasing $1.3 million from the prior year and consists of: the $308,971 carryover encumbrances will ensure that the FY10 encumbrances are funded in FY11; the Replacement Fund Balance of $1.8 million provides the resources for future replacement of Library technology infrastructure and vehicles as outlined in the schedule presented at the FY11 Budget Workshop; the remaining funds are used to balance the FY11 Budget and as a contingency reserve.
FY2011 Financial Statement – July 31, 2010
Jane reported on the financial statement for the first month of FY2011. The Library received the first quarterly allotment from the County of $4.7 million. For the month, spending is on target with the budget.
Community Foundation for Northeast Georgia Financial Statement – June 30, 2010
Jane reported the Gwinnett County Public Library funds held at the Community Foundation for Northeast Georgia as of June 30, 2010 were $217,853.
FY2010 Budget Adjustment – Summer Reading Program Grant
The Summer Reading Program grant is made possible through a grant from the Institute of Museum and Library Services under the provisions of the Library Services and Technology Act (LSTA). These funds were used for arts/humanities-based programs at the Library branches for materials in connection with the 2010 Summer Reading Program. The total award equals $7,500 representing $500.00 for each of the 15 branches. Motion by Wagoner to approve recording the $7,500 Summer Reading Program grant by increasing Federal Funding, and increasing Operations and Materials Expenditures by the same amount, seconded by Saxton, unanimous.
Board approval was requested to surplus an outdated server purchased in 2002. Motion by Saxton to surplus fixed assets totaling $6,718, seconded by Todd, unanimous.
Capital Asset Policy
The Government Accounting Standards Board (GASB) has issued Statement #51, Accounting and Reporting for Intangible Assets. The objective of this statement is to establish uniform accounting and financial reporting requirements for intangible assets. Implementation of this statement is effective for the Library’s 2010 fiscal year. For the Library, the most common type of intangible asset would be computer software that has been internally generated in-house or by a third party contractor on the Library’s behalf. The Capital Asset Policy has been updated to include intangible assets. Capital assets are property that has a value equal to or greater than the capitalization threshold for the particular classification of the asset and have an estimated life of greater than one year. The capitalization threshold is $20,000 for software, $50,000 for intangible assets and $5,000 for all other assets. Motion by Todd to update the Capital Asset Policy effective July 1, 2009, seconded by Saxton, unanimous.
Meeting/Community Rooms Policy
Liz discussed revisions needed to the Meeting Room Policy to provide clarification and to make the policy compatible with other County policies. The revisions were recommended by Gwinnett County Legal during routine review of contracts and policies. The language added is standard and includes a few stipulations regarding use of the room (i.e. change Policy name to Meeting/Community Rooms; organizations using the rooms are responsible for all damages, losses or injuries; rooms are provided “as is” with no warranty; the Library and the Fire Department reserve the right to cancel an event or program if deemed in the best interest of the Library and/or Fire Department. Motion by Saxton to adopt the revised Meeting/Community Rooms Policy effective immediately, seconded by Wagoner, unanimous.
Naming of Branches
Liz reported on expanding the Naming of Branches Policy. The current policy has been in place since 1996. Primarily, although not exclusively, branches have been named so that they would be easily found by customers. The policy also allowed portions of the branch to be named in honor of individuals or organizations. The proposed revisions expand the policy to allow for entire buildings to be named in recognition of either significant financial or community contributions. Motion by Todd to adopt the revised Naming of Branches Policy, seconded by Wagoner, unanimous.
Phillip discussed his request at the June meeting for Administrative staff to look at financial funding scenarios in case the Library’s budget would be cut. Jane reported the August Directors’ Report sent to Board members looked at a 10% and 20% reduction in County funding for FY11, FY12 & FY13. Jane recapped some of the report. For FY11 a 10% funding reduction would decrease the Fund Balance approximately $950,000. The general fund balance to expenditure ratio would be about 20%, within reasonable range of the 17% to 25% recommended level. For FY12 a 10% funding reduction would decrease the Fund Balance approximately $2,100,000 and the ratio would be down to 10%, and for FY13 the Fund Balance would be gone. Phillip stated it is important for the community to have an appreciation of the Library’s services and programs. Phillip reported Nancy and Administrative staff have put together a PowerPoint presentation which he wants to share with several different organizations to highlight the success of the Library. Nancy mentioned Management and Branch staff are using the presentation in different parts of the community.
Phyllis asked if the Materials Weeding Policy and Guidelines Report requested at the June Board Meeting would be presented in November. Nancy verified it would.
Phyllis discussed the Library partnering with the Gwinnett Historical Society. She reported the members and volunteers are very knowledgeable genealogists, and the Society maintains a great genealogy collection. Phyllis suggested Gwinnett Historical Society brochures stating hours of operation and available resources could be placed in all branches to assist Library customers. Nancy reported the Library has been working with the Gwinnett Historical Society but would like to expand the partnership to include a digital project. Liz mentioned currently only society members have access to their digital resources, and the Library is trying to negotiate a membership for digital access. Dale asked if the Library provided a web link to the society. Liz reported the Library’s website does list the Library’s genealogy resources, and provides links to the Gwinnett Historical Society and several other genealogy sites.
Motion by Saxton to adjourn the business meeting at 7:17 PM, seconded by Wagoner, unanimous.
Minutes submitted by Pamela Covington for Margaret Tiller, Board Secretary.