Library Board Meeting Update (1/16/24)

Submitted by Joanie Goforth

On Tuesday, January 16, 2024, the Library Board met at the Cumming Library. Highlighted agenda items include:

Activities Report: 

Communications Manager Leslie Marinelli presented highlights from November and December programming and Outreach activities. Included were the Winter Reading Fun program, holiday and winter-themed programs at the branches, and Outreach visits to Central Park and Therapeutic Recreation day camp. There was an increase of over 69% in registration for Winter Reading Fun compared to last year, and we had a record 42% redemption rate for Teen & Adult prizes. Leslie also explained the significant benefits of revamping our social media presence with new Facebook and Instagram pages and handles that align more closely with other Forsyth County organizations. We now have more control over our page and how it is managed, and engagement has increased. This growth will continue as we follow, favorite, like, comment, and share the new page and its posts. Leslie also highlighted specifically how to “unfollow” the old page, “favorite” the new page, and invite friends. She stressed that making a page a “Favorite” differs from “Liking” a page as it prioritizes its content in your feed.

Policy revisions:

The board voted unanimously to approve the Solicitation policy (replacing the existing Solicitations for Charity or Support policy) and the Rooms for Public Use Policy, effective February 19, 2024.  

The policy revisions result from staff input and recommendations from the county attorney, Ken Jarrard. The policies will take effect on February 19, and staff are encouraged to familiarize themselves with the changes and speak to

their supervisors if they have questions. The policies can be also found in the Google shared drive folder under All Staff--Policies until they are posted publicly. New guidelines and procedures for implementing the changes will be forthcoming for public services staff. 

Denmark Library update: 

IT and Facilities Manager Holly Barfield gave an update on the progress of the Denmark Library construction project. Her presentation included photos of the asphalt for parking areas, the final concrete pour to complete the building pad, and vertical steel supports being installed. Using the photos, Holly gave a tour of the parking areas, AMH and holds pickup areas, and children’s and adult’s outdoor areas. Director Anna Lyle joined Holly in sharing modified plans and conceptual renderings of the outdoor children’s area that will feature a more intentional educational design than the original. These modifications are based on valuable staff input. Check out the library’s progress images on the Denmark Library page.

Denmark Library budget:

The board voted unanimously to increase SPLOST VIII revenue and Construction Contingency expense by $509,868 to reflect a credit to the SPLOST VIII account.

The board voted unanimously for the Director to negotiate change orders to restore outdoor features, irrigation, and landscaping (removed during the value-engineering process) to the Denmark Library project scope within the total budget of $15,673,833.

Award of Denmark Library furniture bid add alternates : 

During the November 2023 meeting, the Board approved the contract for Denmark Library furniture to Office Interiors, with a total cost of $358,197.55. However, furniture for the outdoor areas was not included in the contract at that time due to uncertain funding. Since then, the funding outlook has been approved, and staff recommended adding the outdoor furniture to the contract.

Add alternate #1 (Adult Outdoor) $28,402.31

Add alternate #2 (Intergenerational Porch) $  6,986.97

Add alternate #3 (Children’s Outdoor) $17,626.12

The board voted to award Add Alternate #1 ($28,402.31), #2 ($6,986.97), and #3 ($17,626.12) to Office Interiors, increasing the total contract amount with Office Interiors to $411,212.95.

Fiscal Year 2023 audit report and AUP report

Director Anna Lyle and HR and Finance Manager Nikki Watkins were pleased to announce that the FY2023 audit report and the FY2023 AUP (Agreed Upon Procedures) report from auditors Mauldin and Jenkins resulted in no findings. The board voted unanimously to accept both reports as presented.

Fiscal Year 2024 budget adjustment

The board voted unanimously to increase State revenue and Operations expenses by $1,500.00 to reflect FCPL's share of a GPLS grant from the Sandra Dunagan Deal Center for Early Language and Literacy. This grant will be used to purchase items to support the summer reading program, including summer reading incentives, professional programming services, program supplies, or children’s materials.

Fiscal Year 2025 budget 

The board voted unanimously to approve FCPL’s Fiscal Year 2025 proposed budget as presented, including revenues of $9,252,564, expenditures of $9,750,777, reserves of $292,500, and $790,713 in budgetary fund balance. Key points include a 5% COLA increase for staff, a 4.71% increase in the Operations budget, and additional expenses related to increases in the employer portion of State Health Benefit Plan (SHBP) costs. This budget does not include the costs of staffing or operating the Denmark Library, except for a filtering server that must be purchased in the near future. We will adjust the budget for those expenses once the County allocates funding to operate the Denmark Library.

Amended 2024 County budget and 2025 County budget request

During the 2024 County budget process, the library requested funding to operate the Denmark Library and was told to request a budget amendment if the project is completed in 2024. 

We also learned of the planned SHBP increase after we submitted our request, and the rates were not yet official. We informed the County of the situation and were again advised to request a budget amendment later. 

An amendment to our current year’s funding allocation from Forsyth County is needed to 1) open the Denmark Library and 2) fund an increase in employer contributions to the State Health Benefit Plan (SHBP).

The board unanimously approved the Library’s Amended 2024 County funding request and the Library’s 2025 County funding request as presented. The deadline for request submission is typically in March or April.