Minutes August 13, 2012
Approved September 10, 2012
The Gwinnett County Public Library Board of Trustees held its regularly scheduled meeting on August 13, 2012 at the Suwanee Branch. Present were Board members Phillip Saxton-Chair, Betty Atkinson-Vice Chair, Babs Wagoner-Secretary, Suzanne Skeen-Treasurer and Dick Goodman. Administrative staff members present were Nancy Stanbery-Kellam-Executive Director, Liz Forster-Deputy Director, Jane Walters-Business Services Director, Barbara Spruill-Branch Services Director, Deb George-Materials Management Director, Michael Casey-Information Technology Director and Shannon Sheffield-Administrative Assistant. Other administrative staff attended. Phillip Saxton called the meeting to order at 6:33 PM.
Report from Nancy Stanbery-Kellam, Executive Director
Staff is working on assignments for the contingency funding for the county including the RFP for the Comprehensive Master Plan. The following projects have been finalized:
· Performance Analysis conducted by county
· System-Wide Accomplishment Report
· Year End Financials
· Year End Stats
Projects in progress:
· All departments are compiling data to complete the State’s Annual Report that is due in September
· IT is moving forward with Virtualization of the Server Infrastructure project
· IT is in the early stages of updating their Technology Plan
· Library’s ILS Team is working on an RFP for a new Integrated Library System
As the Summer Reading Program concludes, staff is prepping the branches for students returning to school. New databases offered include: Ed2Go- instructor facilitated online courses; RB Digital Test Prep- includes courses on SAT and ACT; Access Video on Demand- high quality video and multimedia for academic, vocational and life-skills content.
Board of Trustees Meeting Minutes
Motion by Atkinson to approve the June 25, 2012 and July 16, 2012 Meeting Minutes as distributed, seconded by Wagoner, unanimous. Motion adopted.
Ratify Action taken at July 16, 2012 Called Meeting
Library Financial Statement – 1/31/12
A called Library Board meeting was held on July 16, 2012 to obtain Board approval to amend the Library constitution, and meet an IRS deadline. The IRS requested the Library update its constitution to include general provisions for a 501(c)3 organization.
Per Library bylaws, a constitution amendment must be approved at a regularly scheduled meeting of the Library Board. Because the approval of the amendment to the constitution occured at a called meeting, the Board action at the called meeting must be ratified at a regular meeting of the Library Board. Motion by Wagoner to ratify the action taken by the Board at the July 16, 2012 Called Board Meeting - to amend the Library Constitution to include the current required IRS provisions relating to the Library’s non-profit status, seconded by Goodman, unanimous. Motion adopted.
Six Pillar Program Status Report
The Six Pillar Program vision and the difficulties of its implementation was discussed. Concerns regarding the ability to increase hours of branch operations were also expressed. Atkinson and Goodman stated that this issue is not an agenda item and neither staff nor the Board is prepared to discuss branch hours of service. Atkinson stated the need to look at each branch’s needs before a discussion on how to restore hours is held.
Goodman asked Saxton if he had completed the business plan for the Six Pillar Program. Saxton responded no, and proposed getting an RFP from an outside organization. The Board disagreed.
Each of the Six Pillars was discussed for their viability.
- Advertising- Consensus that the advertising initiative requires a great deal of effort with minimal return. Motion by Wagoner to remove the Advertising Pillar from the Six Pillar Program, seconded by Atkinson, unanimous. Motion adopted.
- Affiliates- Saxton suggested hiring a Marketing/PR person to help promote affiliation. Goodman noted that the FY13-15 Strategic Plan has ways to increase the visibility of this program. Skeen commented that the revenue raised through the effort has more than doubled since last year. Staff will continue to develop this program.
- Donations- Board agreed to continue as is an explore the possiblity of increased visibility on library website.
- Fundraising- Board agreed to continue as is. Atkinson reported that the Friends of the Library is exploring ways to increase membership. The FOL continues to expand its membership. The FOL and the library both conduct separate fundraisers.
- Endowment- The Board agreed to continue as is. Atkinson stated that the Endowment Board is in the process of writing a mission statement and plan. A committee is trying to secure a speaker for the big kick-off event.
- Materials- Board agreed to continue as is.
Other Business
Child Abuse Policy
The Board reviewed the library’s policy about reporting any unusual behavior in light of the Penn State scandal. The library has strategies and policies in place to protect children, staff and the organization. The library’s practice is that staff are not alone with children at any time. According to the Unattended Children Policy, two staff members must remain at the branch when a child is left after closing. The Code of Conduct and Incident Reporting document are a means of handling and documenting inappropriate behavior; however, if the behavior rises to the level of breaking the law, police are called and the call is documented.
Motion by Goodman to adjourn the Business Meeting at 7:34 PM, seconded by Wagoner, unanimous. Motion adopted.
Minutes submitted by Shannon Sheffield.