Library Board Meeting Update (07/15/24)

Submitted by Joanie Goforth 

On Monday, July 15, 2024, the Library Board met at the Cumming Library. Highlighted agenda items include:

Activities Report: 

Programming Manager Kim Ottesen presented Public Services department activities from May and June. Kim highlighted our ability this year to hire premier performers, made possible partly by funding from the county and FCPL Friends and Advocates of the Library. As of the meeting date, FCPL had offered 288 summer programs with a total attendance of 17,703. She commended the 88 VolunTEENs that make managing the summer workload possible for staff. FCPL has seen an 11% increase in adult Summer Reading registrations this year, meeting a goal established at the outset of SRF. The popularity of lanyards and buttons continues, with total buttons earned and redeemed seeing increases of 27% and 15%, respectively. The 500 Books Before Middle School program, which had about 200 registered participants at the end of April, has seen a huge increase in registrations since May, totaling 2,299 participants so far. Kim highlighted the success of the Bookmobile community scavenger hunt, the addition of a performer for Pine Ridge, a heavily visited bookmobile stop, and the increase in Outreach SRF registrations and minutes logged.

FCPL Friends and Advocates check presentation:

FCPL Friends and Advocates Board President Jodie Barger and other Friends Board members in attendance presented a check for $30,000 to Forsyth County Public Library to be used for the Denmark Library’s “Friends Terrace.” FCPL Board member Mary Helen McGruder shared that the Friends and Advocates of the Library was initially formed to raise funds to build the Cumming Library.

Denmark Library update: 

IT and Facilities Manager Holly Barfield gave a construction progress update on the Denmark Library. She pointed out that the building is almost completely dried in, allowing the installation of drywall, cabling, and HVAC systems. She described outdoor work, including preparing the amphitheater site and adding bioswale areas to manage stormwater runoff instead of a retention pond. Check out the Denmark Library website for the most recent site photos and activity.

Library Programs Policy revision:

The Board voted to approve the revised Library Programs Policy, effective July 16, 2024.

The changes include the addition of a list of criteria to determine program offerings, a paragraph outlining attendance that includes on-site ticketing for high-interest programs, the prohibition of presenters soliciting registrations for programs, and language regarding collaboration with other agencies or community organizations.

The purpose statement was updated to align more closely with the current strategic plan. Language regarding the Fire Marshal maximum occupancy was revised to better reflect program-specific needs determined by library staff and to address patron questions when staff limit program attendance below the stated maximum room occupancy signage.

The restriction prohibiting solicitation was revised to reflect the updated Solicitation Policy.

Election of Officers for Library Board of Trustees:

The Board voted to elect Christy Winters as Chair, Lisa Stortzum as Vice-Chair, and Kathy Thomas as Secretary/Treasurer effective July 15, 2024.

Denmark Library Budget:

The Board voted to increase Donations revenue and General Construction expenses by $30,000 to reflect a donation from the FCPL Friends and Advocates.

The Board voted to increase Impact Fees revenue and Construction Contingency by $300,000 to reflect additional collections.

Proposed Fiscal Year 2025 budget adjustments:  

Nine budget adjustments were approved at Monday’s meeting. In addition to carrying over encumbrances for furniture, an AV system for Hampton Park, equipment, and the balance for the executive search firm, adjustments included:

• Increasing County revenue by $608,929.00 to reflect funding received to operate the Denmark Library for the remainder of CY2024 and the increase in State Health Benefit Program (SHBP) employer premiums; increase Personnel expenses by $551,963.00 and Operating expenses by $56,967.00.

• Increasing State revenue and Operations expenditures by $48,500.00 to reflect the FY2025 Major Repair and Renovation (MRR) grant for HVAC units at Cumming and window replacements at Sharon Forks, along with a commitment to use the same amount in committed fund balance as matching funds.

• Increasing State revenues by $60,287.00 and expenses to reflect new grant information from Georgia Public Library Service (GPLS).

• Increasing Federal revenues by $8,456 to reflect an increase in funding from the Universal Service Administrative Company (USAC).

• Increasing donations revenue and materials expenditures by $1,000.00 to reflect donations received in memory of Mary Ann McCarthy.

• Increasing donations revenue and operations expenses by $20,000.00 to reflect a grant from the Forsyth County Arts Alliance (FCAA) Fund at the North Georgia Community Foundation for Forsyth Reads Together.

Search Committee report and discussion:

The Board voted to add new FCPL Board member Flo Valdes to the Director Search Committee. The committee's next meeting will be on July 24, 2024, at 11:00 a.m. in the Chamber of Commerce Meeting Room.

Recognition of Mary Helen McGruder:

Anna and the Board took a few moments to thank Mary Helen McGruder for her many years of dedicated service to the Library, presenting her with engraved glass bookends. In addition, commemorative bookplates in honor of Mary Helen will be placed in forthcoming copies of The Grey Wolf by Louise Penny.