Minutes November 12, 2012

Revised 1/10/13
Approved 1/14/2013

 

The Gwinnett County Public Library Board of Trustees held its regularly scheduled meeting on November 12, 2012 at the Five Forks Branch.  Present were Board members Phillip Saxton-Chair, Betty Atkinson-Vice Chair, Suzanne Skeen-Treasurer, Babs Wagoner-Secretary 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, Kim Rodriguez-Human Resources Director, Deborah George-Materials Management Director, Michael Casey-Information Technology Director and Shannon Sheffield-Administrative Assistant.  Other administrative staff was also in attendance.  Saxton called the meeting to order at 6:30 PM. 

 

Report from Nancy Stanbery-Kellam, Executive Director

Fall Into The Arts (FITA) 2012 Events Recap

A scrapbook filled with items from the FITA events. 

Five Forks Branch Author Event

Capital Projects 2012

Many projects are complete with a few to be completed by the end of the calendar year.  A portion of the projects ($319,080) is being funded through the Georgia Public Libraries Major Repairs and Renovations (MRR) grant program secured by the library.

Gwinnett County achieved a Silver rating from the Atlanta Regional Commission's Green Communities program.  This rating improvement was achieved in part through some of the sustainability projects at the Hamilton Mill Branch as well as the BWB book donation collection program throughout the system.

 

2030 RFP

One of the deliverables for the 2011 County Contingency funding is the preparation of a Library Comprehensive Plan.  The county issued an RFP for these services and received three responses - The Ivy Group was selected.  Library staff will be having a conference call with key Ivy personnel to confirm a project timeline, milestones and deliverables.  Library staff will also meet with Chairman Nash, the week after Thanksgiving to give her an update and solicit her input.

 

Branch Profile Project

Barbara Spruill explained that staff is looking at branch statistics and customer input from surveys to put together a solid snapshot of how each branch is being used currently.  This will be a good measure for planning.  It will help us understand how the community is using the library, and the survey results will show the customers’ preferences.

 

The board voiced concerns about the survey only being conducted in the branches.  Wagoner stated that some data would not be captured from customers not being able to come to the library during the week the survey is being conducted.  It is Wagoner’s concern that when customers’ preferences are surveyed, the survey should include input from as many customers as possible, especially those who are having difficulty accessing the library.  This will be valuable information when the hours of operations for each branch are addressed in future planning.  The board asked if the survey could be on the library’s website or at least put an announcement on the webpage announcing that a survey is being conducted at the branches for customer input.  Nancy agreed that an announcement could be put on the webpage.  Nancy stated that the survey is intended to capture a snapshot of branch from people using the branch during the survey week.  The board asked that the survey be extended an additional week, and  put online.

 

Saxton inquired about the self-service library lending machine status for the Five Forks branch.  Nancy stated that it would be installed the last week of November.  It will be configured to house books of different genres and sizes, about 400 items.

 

Board of Trustees Meeting Minutes

Motion by Goodman to approve the September 10, 2012 Meeting Minutes as distributed, seconded by Atkinson, unanimous.  Motion adopted.

 

FY2013 Financial Items

Library Financial Statement - September 30, 2012

Jane discussed the Financial Statement of Revenues, Expenditures and Changes in Fund Balance – Actual and Budget for the Year ended September 30, 2011.  Revenues received for the first quarter totaled $4,628,719 and represent 25% of the overall revenue budget.  County revenue received represents 25% of the County revenue budget.  The Library has satisfactorily completed the County’s 2012 Contingency requirements as of September 30 and has received the respective payments.  The receipt of the final contingency payment is anticipated in December.  Fine revenue totaled $150,313 and represents 21% of its budget.  Other revenue of $9,488 includes green bin book recycling revenue and non-budgeted revenue received from donations, affiliates and author events.  The green bin book recycling revenue of $5,659 represents 38% of its budget.

 

Expenditures for the first quarter totaled $4,730,412 representing 23% of the overall expenditure budget.  Personnel expenditures of $3,096,348 represent 22% of the personnel budget. Budget savings are being realized as the library transitions to the new staffing model.  Materials expenditures of $1,184,751 represent 36% of the materials budget.  Operations expenditures totaled $449,313 represent 15% of the operations budget. 

 

The Fund Balance at September 30, 2012 is $6,549,490 and has decreased $101,693 from the beginning of the fiscal year due to expenditures exceeding revenues.  The beginning fund balance of $6,651,183  is classified as follows:  1) Committed Funds of $2,246,417 has been approved by the Library Board to provide the resources for the future replacement of library technology infrastructure and vehicles. 2) Assigned Funds of $1,609,284 provides the resources to balance the FY2013 budget and cover the FY2012 carryover encumbrances. 3) Unassigned Funds of $2,795,482 represent the contingency reserve of $1,621,465 and remaining funds of $1,174,017.

 

There was discussion about the Materials budget.  Goodman stated that the Materials budget had been increased by $283,000 since the budget approval, and had questions about  this amount.  Walters explained that at the end of FY2012 there is a portion of the $1.6 M Fund Balance that is for Encumbrance.  This portion of the Fund Balance is allocated to be spent in FY2013.  Goodman had concern about the budget that was approved and what was actually spent.  Walters offered to provided Goodman an analysis of the materials budget to include previous fiscal years.

                                   

Update to Art Display Policy

The current Art Display policy was approved in 2005 and does not have all the language that the County Attorney’s Office currently recommends.  Motion by Wagoner to update the Art Display policy as presented, seconded by Goodman, unanimous.

 

Suspected Child Abuse Reporting Policy Discussion

This item will be rescheduled for a future meeting.  The county attorney was not able to attend for the discussion.

 

Other Business

Saxton stated that his term serving on the library board ends December 31, 2012.  He thanked the staff for all their hard work and stated that he has enjoyed serving on the library board.  He also thanked Mike Beaudreau for appointing him.  Atkinson presented Saxton with a Proclamation.

 

Goodman asked to revise the board meeting schedule for the balance of FY2013 to include board workshop sessions to take place 10-14 days prior to scheduled business meeting.  Issues and topics that may be on the upcoming meeting agenda will be discussed.  No votes or actions will be taken at the workshop sessions.  The workshops sessions will be similar to the Budget Workshop that occurs prior to the business meeting in which the board votes on the budget.  Motion by Goodman to revise the Library Board meeting schedule to include a Workshop Session 10-14 days prior to scheduled business meetings, seconded by Wagoner, unanimous.

 

Amended motion by Goodman to revise the Library Board meeting schedule to include a Workshop Session 10-14 days prior to scheduled business meetings beginning with the March 11, 2013 meeting, seconded by Atkinson, unanimous.

 

Motion by Atkinson to adjourn the meeting at 7:32 PM, seconded by Goodman, unanimous.

 

 

Minutes submitted by Shannon Sheffield.