March 11, 2013
The Gwinnett County Public Library Board of Trustees held its regularly scheduled business meeting on March 11, 2013 at the Collins Hill Branch. Present were Board members Dick Goodman-Chair, Betty Atkinson-Vice Chair, Suzanne Skeen-Treasurer, and Deborah Oscarson. Babs Wagoner-Secretary was absent. Administrative staff members present were Nancy Stanbery-Kellam-Executive Director, Liz Forster-Deputy Director, Jane Walters-Business Services Director, Kim Rodriguez-Human Resources Director, Michael Casey-Information Technology Director, Deborah George-Materials Director and Shannon Sheffield-Administrative Support Assistant. Chairman Goodman called the meeting to order at 6:35 pm.
Report from Nancy Stanbery-Kellam, Executive Director
County Quarterly Funding Status
The county processed the final payment ($375,000) of the first quarter budget allocation Monday, March 11, 2013.
Suwanee Pilgrim Statue
The Pilgrim statue located at the Suwanee library near the sidewalk is a part of Suwanee’s SculpTour walkable outdoor exhibit. The city of Suwanee found a donor for the statue. The donor purchased and donated the statue to the city. The Pilgrim will remain at the same location on the county right of way for a period of time. A plaque with the donor information will be added to the piece. There is also discussion about another location at the library for another rotating SculpTour piece.
ILS (Integrated Library System)
The new ILS has a go-live date of January 2014. The upfront work has started. Staff is sharing details with the vendor about how the library uses an ILS. Staff will keep library board informed of the process.
Scrapbooks for the following events were shared: Reading with Ringling Bros.; Univision Library Workshop featuring Fire Safety; Meet the Author Event featuring Marie Bostwick; Meet the Author event featuring Brandon Sanderson; Friends of the Library American Girl Doll Mardi Gras Party & Author Event featuring Evelyn Coleman.
ULC Innovations Awards
The library system was recognized in 4 of 10 categories by its peers in the 2012 Urban Library Council (ULC) Innovations nominations. ULC Innovations Initiative showcases leading “best” and “next” practices that demonstrate the value and impact of public library service in the 21st century. The categories are User Experience, Education, Literacy & Lifelong Learning, Sustainability, and Civic & Community Engagement.
Board of Trustees Meeting Minutes
Motion by Atkinson to approve the January 14, 2013 Meeting Minutes as distributed, seconded by Oscarson, unanimous. Motion adopted.
Motion by Atkinson to approve the February 25, 2013 Meeting Minutes as distributed, seconded by Oscarson, unanimous. Motion adopted.
FY2013 Financial Items
Library Financial Statement – January 31, 2013
Jane Walters provided 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.
GCPL Endowment Fund – Community Foundation for Northeast Georgia Financial Statement
Jane Walters provided the Community Foundation for Northeast Georgia Financial Statement ended December 31, 2012. The Library Fund is $240,812.
Recommendation for Purchase of Vehicles
The Library’s 2008 courier truck is 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 on January 24, 2013. The approximate delivery date of the vehicle is April/May. The Library staff recommends awarding the bid to the lowest bidder, Bellamy Strickland for a 2013 truck at $55,620. If not available, then award Bellamy Strickland for a 2014 truck at $56,519. Motion by Skeen to award the courier truck bid to Bellamy Strickland, seconded by Oscarson, unanimous. Motion adopted.
Utility Cargo Vehicle
The Library’s 2003 cargo van used by the IT department is 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 a utility cargo vehicle on January 24, 2013. The approximate delivery date of the vehicle is mid-June. The Library staff recommends awarding the utility cargo vehicle bid to the lowest bidder, Allan Vigil Ford Fayetteville for $24,291. Motion by Atkinson to award the utility cargo vehicle bid to Allan Vigil Ford Fayetteville for $24,291, seconded by Oscarson, unanimous. Motion adopted.
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. Motion by Skeen surplus fixed assets totaling $79,999 per the attached schedule, seconded by Atkinson, unanimous. Motion adopted.
Board approval is requested to authorize a $5,000 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 Donor Designated Fund will be held at the Community Foundation for Northeast Georgia. Amended motion by Atkinson to approve a $5,000 grant from the Gwinnett County Public Library Endowment Fund to the Donor Designated Fund upon establishment of an account to receive the fund, seconded by Skeen, unanimous.
Chairman Goodman shared a memorandum from the Gwinnett County Board of Commissioners addressed to the Library Board thanking staff and the board for extending the library service hours. The commissioners encouraged the continued evaluation of library services in order to maximize the public benefits. (Memorandum to be kept in official meeting minutes records).
Motion by Atkinson to adjourn the meeting at 6:58 PM, seconded by Oscarson, unanimous.
Minutes submitted by Shannon Sheffield.