The Gwinnett County Public Library Board of Trustees held its regularly scheduled meeting on September 12, 2011 at the Suwanee Branch.  Present were Board members Phillip Saxton-Chair, Betty Atkinson-Vice Chair, Suzanne Skeen-Treasurer, and Dick Goodman.  Babs Wagoner-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, Michael Casey-Information Technology Director and Pamela Covington-Administrative Assistant.  Other administrative staff was also in attendance.  Phillip called the meeting to order at 6:32 PM. 

 

Report from Nancy Stanbery-Kellam, Executive Director

Summer Reading Program (SRP)

Over 1,600 entries were submitted for the SRP bookmark contest.  Five winners were selected, one from each age category.  The bookmarks were printed and distributed to the branches along with a poster displaying all the winners.  The winning children also received bookmarks to give to their friends and family.  Nancy distributed bookmarks to Board members.

Fall Into the Arts (FITA)

Nancy announced the events for the 2^nd annual FITA program and gave Board members brochure.

 “Meet the Author” Event

September 21, 7:00, author Stuart Woods, Norcross Cultural Arts and Community Center. 

Dummies Contest Winner

A wonderful celebration was held on August 3 to welcome the delivery of the For Dummies books won in the Facebook contest.  Martha Sharp, A Cup of Cake, provided delicious cupcakes.  Several volunteers helped process the books. 

 

2011 Destination College Savings Sweepstakes – Path2 College 529 Plan

In the state of Georgia, over 445,000 children signed up for the 2011 Summer Reading Program, and more than 6,100 entered the sweepstakes for a chance to win a Path2College savings account.  Besides the college savings sweepstakes, there were two contests that included prizes for libraries.  GCPL won both contests; $1,529 for the Grayson Branch having the greatest number of entries statewide, and $1,529 for GCPL having the greatest percentage of its registered users enter the sweepstakes. 

Hamilton Mill Branch – Tours

Let’s Talk Program/Radio Interview

Robyn, Lorena and Karen were interviewed on Korean American radio by Kevin Kim about the Let’s Talk Program.  Mr. Kim is an enthusiastic user of the Duluth Branch. 

Georgia Public Library FY2013 Capital Outlay Request Priority List

The Norcross renovation is ranked number six out of the first ten projects with a state share of $1.8 million and a local match of a little over $1 million.  The funding is from 2005 and 2009 SPLOST.  The Lilburn project is listed as #16 and Duluth is #17; both projects are about $8.4 million.  The most likely funding approval would be the Norcross Branch renovation.

 

Board of Trustees Meeting Minutes

Motion by Goodman to approve the June 13, 2011 Meeting Minutes as distributed, seconded by Atkinson, unanimous.

 

FY2011 Financials

Library Financial Statement - June 30, 2011

Jane discussed the Financial Statement of Revenues, Expenditures and Changes in Fund Balance – Actual and Budget for the Year ended June 30, 2011.  Revenues for FY2011 totaled $20.1 million representing 100% of the overall revenue budget.  The FY2011 revenues were $1.5 or 7.2% less than FY2010.  Expenditures for the year totaled a little over $20 million representing 89% of the overall expenditure budget.  The Library was open 10% more hours than in FY2010, and FY2011 was the first full year with additional expenses for the new Hamilton Mill Branch.  The Fund Balance at June 30, 2011 was a little over $7 million.  The Fund Balance is classified into three categories:  Committed Funds of a little over $2 million has been approved by the Library Board to provide the resources for the future replacement of library technology infrastructure and vehicles; Assigned Funds of $2.9 million provides the resources to balance the FY2012 budget and cover the FY2011 carryover encumbrances; and Unassigned Funds of a little over $2 million represent the contingency reserve of $1.7 million and the remaining fund balance of $483,072.  Jane reported in November the auditors will begin the year end work papers and do the final audited report for FY2011.

General Fund Transfer

The Replacement Fund is annually funded through a transfer from the General Fund at the end of the fiscal year.  The actual transfer from the General Fund to the Replacement Fund for FY2011 will be $538,044; $4,351 less than budget.  The actual transfer amount was less than budget due to the scheduled replacement expenditures being under budget.  Motion by Goodman to approve the transfer of $538,044 from the General Fund to the Replacement Fund for FY2011, seconded by Atkinson, unanimous.

 

Community Foundation for Northeast Georgia June 30, 2011 Financial Statement

Jane reported on the Community Foundation for Northeast Georgia Financial Statement ended June 30, 2011.  The Library Fund is $238,709. 

 

FY2012 Financials

Library Financial Statement - July 31, 2011

Jane discussed the July 31, 2011 Financial Statement of Revenue, Expenditures and Changes in Fund Balance – Actual and Budget. 

 

State Grant Budget Adjustment

Jane reported Georgia Public Library Services notified all State Libraries of their FY2012 State budgets late in June.  The FY2012 State budget for GCPL has been established at $1,042,184.  This amount if $120,047 more than the budget estimate.  In order to align the FY2012 Library budget with the State budget, a budget adjustment of $120,047 is necessary.  Motion by Atkinson to approve increasing the State Grant revenue budget and decreasing the fund balance requirement by $120,047, seconded by Goodman, unanimous.

 

Wells Fargo Account Resolution

Currently the Library has two accounts with Wells Fargo, the Library’s banking institution.  The operating account and the money market account.  Since yields have been so low, the Library has been investigating alternative investment options with Wells Fargo.  The best available option at this time would be to open an additional Wells Fargo account where the Library will be able to hold federal and state government instruments that are sanctioned by the Georgia Code.  Motion by Goodman to approve authorizing the Library Executive Director to sign the Wells Fargo Securities, LLC Institutional Client Agreement in order to open the new account, seconded by Atkinson, unanimous.

 

Commercial Advertising Policy

Liz reported in order for the Library to respond clearly and consistently to individuals or groups that wish to provide commercial advertising in exchange for financial compensation to the Library, a policy is needed.  The Commercial Advertising Policy has been suggested and approved by the County Legal Department.  Motion by Skeen to approve the Commercial Advertising Policy effective September 13, 2011, seconded by Atkinson, opposed by Goodman.  Motion Passed 2-1.

 

Commercial Solicitations by Private Business Organizations Policy – Revision

Liz reported the addition of the words, library approved commercial advertising, are necessary to make this policy compatible with the Commercial Advertising Policy.  Motion by Atkinson to approve amending the Commercial Solicitations by Private Business Organizations Policy to include the words ‘library approved commercial advertising’ effective September 13, 2011, seconded by Skeen, Goodman abstained.  Motion passed 2-1.

 

New Business

Increase Non-Tax Revenue Plan

Phillip presented an Increase Non-Tax Revenue Plan to Board members asking for their support and approval to generate income for the Library system.  The Increase Non-Tax Revenue Plan is attached to the minutes.  Phillip explained the six pillars of the plan:  1) Donations; 2) Materials Sponsorship; 3) Advertising; 4) Program Sponsorship; 5) Internet Sponsorships and Affiliate Links; and 6) Endowment.  Phillip reported sharing the plan with Commission Chair Charlotte Nash and the County’s Citizens Budget Review Committee earlier in the day.  Phillip has also met with District 3 Commissioner Mike Beaudreau, and others regarding generating non-tax revenue.  Phillip stated the Board and staff have a responsibility to continue to provide library services to Gwinnett citizens.  Betty stated she liked the idea of raising money from the public and commended Phillip for all the hard work he has done on the plan but expressed concern with how much staff involvement would be needed.  Betty suggested Board members meet in a Workshop and include staff that would be affected to review the plan and how it could be implemented.  Dick stated he does not believe turning to the private sector for millions of dollars is a realistic or viable approach to resolving the crisis.  He does not feel the Board, Library administration or staff have the experience, expertise or manpower resources to undertake such an enterprise.  Dick mentioned in 2009 staff came up with several excellent alternative operational models that incorporated some creative ideas.  Dick expressed what the Library needs today is a new business model; one that looks at the world as it really is, not as it was or as we wish it to be.  An operational model that will allow the library to deliver services efficiently and effectively in what is today’s very different economic, financial and technological environment.  Dick wants the Board and staff to use time, energy and creative talents to develop and adopt a 21^st century operational model.  Phillip stated the Library must increase non-tax revenue.  He stated to simply adopt a program that reduces operating hours or closes branches when the County reduces the budget is not being creative.  Suzanne stated Board members need an additional meeting with staff to review and discuss the elements of the plan.  Board members agreed on holding a Called Board Meeting on Thursday, September 29 at 5:00 PM at the Suwanee branch.  Nancy will have staff gather information regarding the six pillars and what the library system already has in place.  The information will be sent to Board members before the next meeting.  Motion by Atkinson to table the Increase Non-Tax Revenue Plan until the Called Meeting on September 29, 2011, seconded by Skeen, unanimous.

 

 

Citizens Request to Address the Library Board Policy

Phillip reported the Citizens Request to Address the Library Board Policy was last revised on July 1, 2006.  Phillip requested Dick and Betty review the policy to see if revisions are needed.  If the policy needs to be revised, it can be voted on at the September 29, 2011 Called Board Meeting.

 

Nancy congratulated Suzanne and Parsons Elementary School for winning the Georgia Award for the Exemplary Library Media Program of the year.  Suzanne is the Media Specialist at the school. 

 

Motion by Goodman to adjourn the meeting at 8:25 PM, seconded by Atkinson, unanimous.

 

Attachment:  Increase Non-Tax Revenue Plan, submitted under New Business by Phillip Saxton, Board Chair.

 

 

Minutes submitted by Pamela Covington.