Minutes
January 30, 2012
Approved 11/14/11
The Gwinnett County Public Library Board of Trustees held its regularly scheduled meeting on January 30, 2012 at the Suwanee Branch. Present were Board members Phillip Saxton-Chair, Betty Atkinson-Vice Chair and Suzanne Skeen-Treasurer. Babs Wagoner-Secretary and Dick Goodman were absent. Administrative staff members present were Nancy Stanbery-Kellam-Executive Director, Jane Walters-Business Services Director, Liz Forster-Deputy Director, Barbara Spruill-Branch Services Director, Kim Rodriguez-Human Resources Director, Deb George-Materials Management Director, Michael Casey-Information Technology Director and Pamela Covington-Administrative Assistant. Other administrative staff was also in attendance. Phillip called the meeting to order at 6:30 PM. Phillip distributed a report to Board members and discussed highlights of the Library’s successful year and goals for 2012. Phillip requested the report be on record and attached to the meeting minutes.
Report from Nancy Stanbery-Kellam
Awards
-Artworks, a Gwinnett nonprofit consortium that promotes and builds support for arts opportunities that enrich the community, held the 1st Annual Awards on January 23. The Library won the Community Impact Award. Nancy thanked branch staff and the Fall Into the Arts committee.
-Kari Evans, Five Forks Assistant Branch Manager, completed the City of Duluth’s fourth class of L.E.A.D. (Learn, Engage, Advance Duluth). L.E.A.D. helps citizens learn more about cities and government.
Georgia Council for Public Libraries
Nancy is the 2012 President of the Georgia Council for Public Libraries. On January 26, for the third year, council members provided Varsity hotdogs at the Capitol for legislators. Librarians had the opportunity to discuss funding with legislators and share the importance of libraries. Nancy met with Gwinnett representatives Valerie Clark, Tom Rice, Pedro Marin, and Brooks Coleman. Eamon Shelton, Capital Projects Manager, also met with legislators. The Georgia Library Association will hold Library Day on February 15.
Ringling Brothers and Barnum and Bailey Circus
On January 27 at the Hamilton Mill branch 368 joined in some fun and laughs courtesy of the Ambassadors of Laughter, part of the Ringling Brothers and Barnum and Bailey Circus. The famous clowns shared stories of the history of the circus and taught children a few magic tricks.
Author Event
On January 26 at the Suwanee Branch, the Library had a wonderful author event with Carolyn McKinstry. Ms. McKinstry was one of the young people who survived the bombing in 1963 at the 16th Street Baptist Church. Over 139 people attended the compelling presentation. Nancy thanked Phillip for suggesting the author, and the Friends of the Library for helping with the event.
Upcoming Author Events
Lisa Gardner, February 9, 1:00 PM, Garden Plaza of Lawrenceville
Lauren Willig, February 15, 6:00 PM, in partnership with Georgia Gwinnett College
Evelyn Coleman, American Girl Doll Tea Party, February 26, Historic Strickland House
Black History Month
Drums and puppets give life to African folktales with storyteller Akbar Imhotep on February 20 at the Centerville Branch.
Workshops
The Library recently completed workshops for financial literacy. The workshops were a yearlong series with 4 programs at 8 branches: Successfully Planning for Retirement; Protecting Yourself from Identity Theft; Running a Small Business in a Tough Economy; and Making Credit Work for You. The series were done in partnership with Royal Bank of Canada Community Outreach Program. The Library received positive feedback for the programs and the presenters. Nancy thanked Mark Woodard, Programming & Grant Associate.
Program Grants
The Library will be asking the Board to approve 2 grants this evening for two important programs: Family Reading Time and People and Stories. This past year, the Gwinnett Children’s Shelter had 132 participants in the People and Stories teen literature program.
Board of Trustees Meeting Minutes
Motion to approve the November 14, 2011 Meeting Minutes as distributed by Atkinson, seconded by Skeen, unanimous. Motion Adopted.
FY2012 Financials
Financial Statement - 12/31/11
Jane discussed the Statement of Revenues, Expenditures and Changes in Fund Balance – Actual and Budget for the six months ended December 31, 2011. Actual Revenue for the first six months of the fiscal year 2012 totaled $9.3 million which is 50% of the total revenue budget. Actual Expenditures for the six months totaled $9.6 representing 46% of the budgeted amount. The Fund Balance at December 31, 2011 was $6.8 million and has decreased $333,801 from the beginning of the fiscal year due to expenditures exceeding revenues for this period.
LSTA PRIME TIME – Family Reading Time Grant
The Board of Regents of the University System of Georgia received a federal Library Services and Technology Grant (LSTA) from the Institute of Museum and Library Services (IMLS). Georgia Public Library Service was selected to administer the Grant and will reimburse the Library up to $16,700 for the actual direct expenses incurred in the implementation of the PRIME TIME Family Reading Time grant. The 2-six-week series is a reading, discussion and storytelling program based on illustrated children’s books. There will be a series in the Spring and Fall of 2012. Motion by Skeen to approve recording the LSTA PRIME TIME Family Reading Time Grant, increasing Grant Revenue and Operations expenditures up to $16,700, seconded by Atkinson, unanimous. Motion Adopted.
People & Stories Grant
The current People & Stories/Gente y Cuentos program, “Story Talk”, is a teen literature program funded by the National Endowment for Humanities. “Story Talk” is a reading and discussion project in English or Spanish for youth ages 14-18. The Library will present four program series by December 31, 2012. The grant provides $1,000 stipend payable to the Library for each completed session. Motion by Skeen to approve recording the People & Stores “Story Talk” Grant increasing the Grant Revenue budget by $4,000, seconded by Atkinson, unanimous. Motion Adopted.
Recommendation of Telecommunication Contract
The Library’s current service contract for Centrex service (voice) will expire June 30, 2012. To be eligible for E-Rate support in FY13, the Library’s specifications for this service were posted on the USAC, School and Libraries Division’s website. The number of telephone lines included in the specifications was less than prior years due to an in-depth review of the library staff. The Library received one qualified response from AT&T, our current provider for Centrex service. The Library anticipates annual cost savings of approximately $7,000. Motion by Atkinson to approve the contract for Centrex service with AT&T starting 7/1/2012, seconded by Skeen, unanimous. Motion Adopted.
Sole Source Purchase
As Gwinnett County starts the SPLOST funded upgrade of the Five Forks Branch, both the Library and the County will be making purchases for this project. The Library’s purchases will include library specific technology equipment which is included in the SPLOST funding and will be reimbursed by the County. As part of the project, the Library is slated to purchase an automated materials handler. Staff recommends the sole source purchase of the Tech Logic automated materials handler at a cost not to exceed $85,000. The library needs to ensure compatibility of the RFID system, including all RFID tags, at all locations. Standardization and compatibility is the overriding consideration in the decision to request sole source approval for the purchase of RFID materials handling equipment for the Five Forks Branch. Motion by Atkinson to approve the sole source purchase of the Tech Logic automated material handler, seconded by Skeen, unanimous. Motion Adopted.
Surplus Property
The surplus property includes items being removed from the Five Forks Branch as the County updates the facility as well as other surplus items. Once the Board declares these assets as surplus, the items from the Five Forks Branch will be available for disposal by the contractor authorized by Gwinnett County and the other items will be transferred to Gwinnett County for disposition. Motion by Skeen to approve the surplus of fixed assets totaling $125,454, seconded by Atkinson, unanimous. Motion Adopted.
2012 Library Compensation Plan
The County 2012 annual compensation plan does not include increases for county employees for the calendar year. Since the Library depends on the County for the majority of its funding, the Library has historically mirrored the County’s annual compensation plan. There will be no increase for Library employees for calendar year 2012. This includes: Pay for Performance, Cost of Living Adjustment (COLA) and Longevity. Motion by Atkinson to adopt the 2012 Library Compensation Plan effective January 1, 2012 which includes no Pay for Performance, no COLA and no Longevity Pay, seconded by Skeen, unanimous. Motion Adopted.
Current Practices
Every year the Board approves the Current Practices (Standard Operating Procedures). A revision to eliminate item e) “When items designated in the replacement fund are scheduled for purchase, no board action is needed to remove these reserve funds to the operating budget”. Item e) is no longer needed; as of FY2012 approved budget, the scheduled replacement items are in the budget. Motion by Skeen to approve and reaffirm the Current Practices with the deletion of item e, seconded by Atkinson, unanimous. Motion Adopted.
Recommendation – Name Change for Library Fund
In 1994, the Gwinnett Library Fund was established at the Community Foundation for Northeast Georgia (CFNEG) to hold funds donated to the Gwinnett County Public Library. At this time, staff recommends that the name be made more defined and changed to the Gwinnett County Public Library Endowment Fund. Motion by Skeen to approve changing the name of the CFNEG Library Fund to the “Gwinnett County Public Library Endowment Fund, seconded by Atkinson, unanimous. Motion Adopted.
Board of Trustees Election of Officers
Motion by Suzanne Skeen to elect Phillip Saxton as Chair, seconded by Betty Atkinson, unanimous. Motion by Suzanne Skeen to elect Betty Atkinson as Vice Chair, seconded by Phillip Saxton, unanimous. Motion by Betty Atkinson to elect Babs Wagoner as Secretary, seconded by Suzanne Skeen, unanimous. Phillip Saxton, Board Chair, appointed Suzanne Skeen as Treasurer.
Other Business
Phillip reported the Board would continue to provide outstanding service during 2012 with even more involvement by members. Additional Board Workshops will be scheduled to accomplish the County milestones and Six Pillar Program. Phillip advised the Library is looking forward to working with other educational institutions: Gwinnett County Public Schools, private schools, colleges, universities, as well as Gwinnett Tech. Phillip thanked the Board, Nancy and staff for all their hard work.
Motion by Atkinson to adjourn the business meeting at 7:25 PM, seconded by Skeen, unanimous. Motion Adopted.
Attachment: Report by Phillip Saxton, GCPL Board Chair, 1/30/12