Minutes November 14, 2011
The Gwinnett County Public Library Board of Trustees held its regularly scheduled meeting on November 14, 2011 at the Collins Hill Branch. Present were Board members Phillip Saxton-Chair, Betty Atkinson-Vice Chair and Dick Goodman. Babs Wagoner-Secretary and Suzanne Skeen-Treasurer were absent. Administrative staff members present were Nancy Stanbery-Kellam-Executive Director, Jane Walters-Business Services 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 6:35 PM. Phillip thanked the library for sending flowers when he was in the hospital.
Report from Nancy Stanbery-Kellam, Executive Director
Next Board Meeting
The Monday, January 30, 2012 Board meeting will be held at the Suwanee Branch. With the new schedule of buddy/branch hours, the Suwanee Branch closes at 6:00 PM on Mondays. The library will determine how it works having a Board meeting during branch closure.
New Branch Hours
Nancy reported on customer comments regarding the new buddy/ branch hours. Comments were received from computer users, students, commuters, parents of students and morning visitors. Mostly customers were understanding about the change in library hours once they understood the concept of the buddy branch system, as well as the funding reductions. Even if customers were not particularly happy with the new hours, they understood why the decision was necessary. Phillip reported receiving several positive comments regarding the branches remaining open 7 days a week.
Five Forks Branch Renovation Project Update
Project bids were opened on November 9 and the numbers were in line with what the Library expected. The project will start after the first of the year once the contract is awarded and signed by the Board of Commissioners. Duration of the renovation is approximately 4 to 7 months. Library holds will be provided during the entire process. The school system is loaning the Library two trailers. One of the trailers will be utilized for Events & Outreach and administrative staff. During Phase II, the second trailer and the newly updated meeting room will be used to provide the following services: Wi-Fi, computers and information services.
Fall Into the Arts (FITA)
FITA events, a celebration of the literary, visual and performing arts, were attended by over 1000 citizens. People were reached that would not otherwise have the opportunity to enjoy cultural events. Nancy showed Board members pictures from the events: Meet the Artists with local artists showcasing their work at four branches; Gray Area performance at the Aurora Theatre; an evening at the Suwanee Music Barn; and the 10th Gwinnett Reads featuring Pulitzer Prize winning author Siddhartha Mukherjee discussing and signing his book The Emperor of All Maladies at the Gwinnett Center.
Meet the Author Series
In September, over 200 guests welcomed author Stuart Woods at the Norcross Cultural Arts and Community Center. In October at the Collins Hill Branch, author Marianne Walker discussed her book Margaret Mitchell and John Marsh: The Love Story Behind Gone with the Wind. Attendees included members of the Duluth Historical Society, the Margaret Mitchell House Museum and the Gwinnett Historical Society. The event was in partnership with PeachTree Publishers and the Georgia Center for the Book.
Upcoming Meet the Author Series
Carolyn McKinstry will be at the Suwanee Branch on January 26 at 6:00 PM. Ms. McKinstry, survivor of the Sixteenth Street Baptist Church bombing on September 16, 1963, will discuss her book While the World Watched: a Birmingham bombing survivor comes of age during the civil rights movement.
Teen Read Week
The theme for this year’s Teen Read Week held in October was Picture it @ your library. There were 17 programs offered at branches. Overall participation was up 17% over last year. Over 120 teens submitted written book reviews.
Update of Non-Tax Revenue Plan Activity
- Endowment: A meeting was held with Judy Waters, Community Foundation for Northeast Georgia. A list of items to work on has been developed, but staffs current focus has been on the Affiliates/Holiday Promotion.
- Advertising: Received vendor proposal for printing advertising bookmarks. Currently awaiting additional proposals from vendors for competitive pricing. Betty asked when Board members would be able to review the vendor proposals. Dick suggested a Business Plan to reflect dollars being spent, dollars generated and profit for the Library. Nancy reported Business Services will develop some benchmark numbers to measure progress, which will be tracked and reported quarterly. Phillip reported any business wanting to advertise with the Library will pay funds up front, so no monies would be taken from the operations budget. Expenses for any promotional materials produced to obtain advertising will be minimal. Nancy reported staff has researched similar advertising looking at areas that include traditional print ads, shoppers and internet ads to develop a pricing structure.
- Affiliates & Donations: Most of staff time has been focused in this area. The affiliate’s page has been improved on the website and a combination holiday campaign along with book donations/sponsorships has been launched. The campaign has included streamlining the donations presence on the website, revamping the donation page, expanding access to PayPal and creating a holiday form for donations to the book/donation program. The project has taken leadership and coordination from many areas of the Library including Marketing, IT, Community Partnership and of course the branches who will present the campaign to the public. Phillip reported Suzanne and her husband have expertise in the area of donations and have volunteered to help.
- Materials Sponsorship: Materials staff have put together a list broken down by all areas of the collection that shows how many are in that area and how many circs there were last year. It is a snap shot but certainly something to use to evaluate the collection when promoting to a possible sponsor.
Board of Trustees Meeting Minutes
Motion by Goodman to approve the September 29, 2011 Called Meeting Minutes as distributed, seconded by Atkinson, unanimous. Motion Adopted.
Citizen’s Addressing the Library Board
Kim Thames, a resident of Lawrenceville and Library Media Specialist at Norcross Meadowcreek Elementary School, addressed the Board. Ms. Thames complimented Branch Manager Elisa Kadish and Lilburn staff. Ms. Thames stated she is a fan and supporter of the library system. She discussed concerns regarding future construction of a new library facility in the City of Lilburn which would result in the closure of the current branch on Hillcrest Road. Ms. Thames requested the Board reconsider closure of the current Lilburn branch even if a new facility is built in the City of Lilburn. She explained even though the new facility would only be 2 miles further, it would limit access to families of Meadowcreek Elementary students, whose main form of transportation is bus and/or walking. Ms. Thames also requested making the Lilburn branch more pedestrian friendly with sidewalks, a bus stop nearby and possibly a bookmobile.
Library Financial Statement – 9/30/11
Jane discussed the Statement of Revenues, Expenditures and Changes in Fund Balance – Actual and Budget for the three months ended September 30, 2011. Revenues for the first quarter totaled $4.6 million representing 25% of the overall revenue budget. Expenditures for the first quarter totaled $4.7 representing 23% of the overall expenditure budget. Board members asked questions regarding the use of eBooks. Board members requested the Materials Department provide information on how many card holders are utilizing eBooks. The Materials Department should then track the information over the next three quarters and report the increase of eBook use to Board members.
Grant Budget Adjustment
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 $3,850 for actual direct expenses incurred in the implementation of the PRIME TIME Family Reading Time grant. The six-week series is a reading, discussion and storytelling program based on illustrated children’s books. PRIME TIME is designed specifically for under-served families with children ages 6-10 to encourage reading, discussion and to aid parents and children in selecting books and becoming active public library users. The Grant period runs from January 1, 2011 through December 15, 2011. Motion by Atkinson to approve recording the LSTA PRIME TIME Family Reading Time Grant, increasing Grant Revenue and Operations Expenditures up to $3,850, seconded by Goodman, unanimous. Motion Adopted.
Recommendation for Telecommunications Contract
The Library issued a Request for Proposal (RFP) on September 22, 2011 for a Metropolitan Area Network. The RFP included two options: Option #1 would replace the Library’s current service contract for the Metro Ethernet Network expiring June 30, 2012; Option #2 included network enhancements. At this time, option #2 has been excluded from the bid process. The Library will re-examine needs at a later time. The Library posted the RFP on multiple websites which included the USAC, Schools and Libraries website which is a requirement for E-Rate eligibility in FY2013. The Library received six responses. Staff recommends that the bid be awarded to the highest scoring vendor, Charter Business. The Library anticipates a tenfold increase in the current bandwidth, enabling offsite virtualization and an overall increased level of efficiency and connectivity with this service. Motion by Atkinson to award Metropolitan Area Network service to Charter Business, seconded by Goodman, unanimous. Motion Adopted.
The fixed asset schedule details an outdated server as surplus property. The cost of the equipment originally was under $6,000 and was purchased in March of 2006. Once the Board declares the asset as surplus, the item will be transferred to Gwinnett County for disposition. Motion by Goodman to approve the surplus of fixed assets totaling $5,905, seconded by Atkinson, unanimous. Motion Adopted.
Motion by Goodman to adjourn the Business Meeting at 7:30 PM, seconded by Atkinson, unanimous. Motion Adopted.
Minutes submitted by Pamela Covington.