February 25, 2013
The Gwinnett County Public Library Board of Trustees held its scheduled workshop on February 25, 2013, 6:30 pm at the Collins Hill Branch. Present were Board members Dick Goodman-Chair, Betty Atkinson-Vice Chair, Babs Wagoner-Secretary, Suzanne Skeen-Treasurer, and Deborah Oscarson. 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 Shannon Sheffield-Administrative Support Assistant.
Suspected Child Abuse Reporting
Mike Ludwiczak, county attorney, attended the workshop to answer questions from the library board about the suspected child abuse reporting law. Goodman asked what the consequence is if staff believes a child had been abused and does not follow the reporting procedure. Ludwiczak stated the law provides that if someone does not follow the mandatory reporting law, it is a misdemeanor charge. Oscarson asked what would happen if staff made a report in good faith and the investigation shows there was no abuse. Ludwiczak stated that as long as the report is made in good faith, staff is immune from civil liability. Stanbery-Kellam stated that training is in place for staff and volunteers.
Endowment Fund Grant Request
Phillip Saxton, member of the Endowment Committee gave a report on its fundraising plans. The committee is planning an event in August- a golf tournament and a gala, at The Standard Club. Saxton requested board approval to authorize a $5000 grant from the Gwinnett County Public Library Endowment fund to the Donor Designated Fund, whose sole purpose is to generate fundraising income for the Gwinnett County Public Library Endowment Fund. The grant is to be used as seed money for the first event. Goodman asked if the $5000 will cover all the expenses, Atkinson confirmed that it will. He also inquired about any other expenses due to The Standard Club. Saxton stated the only expense is a $1000 deposit. Wagoner asked who would handle the golf tournament. Saxton said the golf tournament would be handled by the golf pro at The Standard Club for a fee. The fee will be paid from ticket sales. The library board will take action on this request at the upcoming March 11, 2013 board meeting.
FY2013 Financial Items
Library Financial Statement – January 31, 2013
Jane Walters discussed the Financial Statement of Revenues, Expenditures and Changes in Fund Balance – Actual and Budget for the Year ended January 31, 2013. Revenues received during this period totaled $8,699,632 and represent 47% of the total revenue budget. Expenditures for this period totaled $8,071,523 representing 40% of the overall expenditure budget. The Excess of revenues over Expenditures for this period of $2,051,117 is due mainly to the receipt of the $3,404,517 County quarterly subsidy in January. Over the next two months, this amount will decrease as the quarterly funding is spent. The Fund Balance at January 31, 2013 is $8,876,815.
Goodman asked if the library has received the remaining $375,000 contingency funding from the county. Stanbery-Kellam stated she has contacted the county but has not received a response as to when the library would receive this funding. Chairman Goodman will also inquire about the status of the balance of funding from the county.
GCPL Endowment Fund – Community Foundation for Northeast Georgia Financial Statement
Jane reported on the Community Foundation for Northeast Georgia Financial Statement ended December 31, 2012. The Library Fund is $240,812.
Procurement Process – Courier Truck and Utility Cargo Vehicle
The Library’s 2008 courier truck and the 2003 cargo van are scheduled to be replaced this fiscal year. The Library has set aside funds in the vehicle and replacement fund for this purpose. The Library issued a request for bids for an 18’ medium-duty delivery truck and a utility cargo vehicle on January 24, 2013. The Library staff will evaluate the bids for both vehicles, and bring recommendations to the Board at the March 11, 2013 Board Meeting.
The library has surplus property that includes a courier truck and six servers. The courier truck will be replaced by the purchase of the approved new courier truck. Once the Board declares the asset as surplus and the new courier truck is delivered, the old truck will be transferred to Gwinnett County for disposition. If sold by Gwinnett County, the Library will receive a portion of the proceeds from the sale. The servers will be transferred to Gwinnett County for disposition.
FY2008-2012 Source and Use of Funds
Per the Chairman’s request, Walters presented the library board with updated financial documents for FY2008-2012 Source and Use of Funds: All Library Funds, General & State Funds, and Replacement Funds.
March 3, 2013 Branch Hours Increase
Barbara Spruill reported on the implementation of the new branch hours approved by the library board at the January 14, 2013 meeting. No additional funding has been provided for this increase in service hours. The opportunity to increase hours is a result of an ongoing process of creating greater efficiencies in the use of the library’s staffing resources. Part-time positions with benefits were converted to hourly positions without benefits. Vacant positions were assessed and some converted to hourly status. The library is in the process of hiring part-time staff. These positions are covered in the current library budget.
Suzanne Skeen passed out copies of the Board of Trustees Code of Conduct to all members of the board. She asked that the board review it by the next scheduled board meeting and adheres to all the steps of the Board of Trustees Code of Code.
Minutes submitted by Shannon Sheffield.