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April 21, 2009 Minutes

Board of Trustees
Fargo Public Library
Minutes of April 21, 2009

Present: Herb Snyder, Richard Zeck, Dawn Morgan, James Council, Gale Chapman, Gregory Heller, Suzanne Morrison
Others:  Friends Representative, Carol Sawicki; upcoming Friends Representative, Janet Murphy
Staff:         Tim Dirks, Greg Gilstrap, Ginny Mueller     

The meeting was called to order by President, Herb Snyder.

Order of Agenda
James Council moved to approve the order of the agenda; seconded by Gregory Heller; motion carried. 

Motion was made by James Council to approve the minutes of the March 17, 2009 meeting; seconded by Dawn Morgan; motion carried. 

Staff Report
Greg Gilstrap provided an overview of events scheduled for the Grand Opening, beginning on Friday evening with the Major Donor Reception.  All staff have been very busy preparing for the opening.  Steve Hubbard has been hanging artwork, with the assistance of staff from the Plains Art Museum.

Director’s Report
Tim Dirks referred the board to his written director’s report and stated that interviews are being scheduled for the Collections Manager position.  There was discussion on the role the library played during the recent flood fight.  Tim Dirks stated that he attended the flood meetings each morning and had discussions with City Administrator, Pat  Zavoral, as to what the library could assist with.  We kept the libraries open during the flood, and even though it was quiet, we were there to provide information and give access to internet.  The IT department used a substantial amount of our technological equipment, staff assisted the EOC with the flood info line and also assisted in sandbagging.   

Statistical Reports
March Usage

Mini-Main closed its doors on February 27th, and therefore we don’t have door count, programs, volunteers or internet sign-up for Main.  Both Print and Non-Print circulation statistics reflect that and total circulation year-to-date is down 11.62%.  We will not have an accurate statistical report regarding the Main Library until we’ve been in new Main for over a year. 

March Financials
In addition to interest of $19, deposits included a donation of $238 by a group of teachers from Fargo Public Schools.  $830 was expended for the Grand Opening.

The year-to-date expenses and encumbrances through March 2009 (25% of the year) represent 22.62% of the annual budget.   

Funds deposited for fines, meeting room rental and copier fees totaled $3967.11 in March, 2009, for a total year to date revenue of $18,687.15.  Again, since Main was not open in the month of March, there was no revenue generated from that location.

Friends of the Library Report
Carol Sawicki introduced Jan Murphy, who will be the new Friends Representative.  Thanks was expressed by the Board to Carol for all of the help and generosity that she and the Friends organization have donated to the Library.    Carol stated that a great deal of time has been spent getting the store ready for this week-end.  A book sale is planned for a Saturday in May.  The Friends have completed a new brochure, newsletter and have a new look to their book bags.  At the last meeting, the Friends agreed to provide a match to the Gates Foundation Grant in order for the library to acquire 10 laptops. 

Old Business
Dunn Bros. Coffee Lease

The contract, which has been approved by City Finance and the City Attorney, is being reviewed by the Dunn Bros. attorney.  We don’t foresee a problem, but will know the final answer next week. 

Wellspring Kiosk Update
The Wellspring exhibit is nearing completion and looks good.  Tim Dirks reported that he spoke with Peggy Stordahl and she has assured him that the audio portion of the kiosk will begin only when engaged, as requested by the Library Board.

New Business
Material Reviews

Two reviews were brought before the Materials Selection Team.  Tim Dirks gave details of each case, along with the Team’s recommendations.  Richard Zeck made a motion to approve the recommendations of the Materials Selection Team.  Greg Heller seconded; motion carried.

Bike Racks at New Main
There was concern about the number of bike racks we have available to library patrons at the new Main Library.  Bike racks are in position at both ends of the concourse.  The total spaces for parked bikes is consistent with what was in place at the former Main Library.  The need for additional bike racks will be monitored.

Contract Renewal with Institute for Regional Studies
A supply of materials has been stored by the Institute for Regional Studies with caretaker status for the Fargo Public Library.  Because of that status, the Institute cannot do anything with the materials other than store them, and inquired as to the possibility of the library donating them.   Because of the number of questions brought up, this item is tabled until a future meeting.

There was further discussion regarding the reception and Grand Opening and the role the Board members will play. 

President, Herb Snyder, announced that this is the last meeting for Greg Heller as he will be moving in order to complete his graduate studies.  The Library Board offered their thanks and hopes for continued success to Greg.

The publicity for the Grand Opening of the Library has been excellent, thanks to Melisa Duncan, part-time employee, who did a great job.

Public Comment
There was no public comment.

Next Board Meeting
The next regular Board meeting is scheduled for Tuesday, May 19, 2009, at 4:00 p.m. in the City Commission room. 

The meeting adjourned at 4:50 p.m.

Respectfully submitted,

Ginny Mueller