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January 20, 2009 Minutes

Board of Trustees
Fargo Public Library
Minutes of January 20, 2009

Present: Herb Snyder, Suzanne Morrison, Richard Zeck, James Council, Dawn Morgan
Absent:  Gale Chapman, Gregory Heller
Others:  Friends Representative Carol Sawicki, Jeffrey Mandyck from Meyer, Scherer & Rockcastle, Richard Moorhead from Image Group, Peggy and Bruce Stordahl, representing Wellspring Organization

Staff: Tim Dirks, Beth Postema, Ginny Mueller     

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

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

Motion was made by James Council to approve the minutes of December 16, 2008; seconded by Richard Zeck; motion carried. 

Staff Report
Greg Gilstrap, our new Staff Representative, was called out of town due to a family emergency.  There is no report today.

Director’s Report
Tim Dirks directed attention to the Director’s Report included in the packet.  Many activities are associated with the construction of the new library and the process of moving.  Cindy Mason has been promoted to the Children’s Librarian position resulting in a vacancy for her position (Children’s Programming Assistant).  One page candidate has completed pre-employment screening and will be starting soon.  We are currently recruiting for an open page position. 

Statistical Reports
A.      December Usage

Even though our December 2008 statistics for attendance, programs, volunteer hours and internet sign-up were down compared to December, 2007, we still show positive growth for each of those categories for the year.  An electronic resources statistics report was distributed showing activity for the last 4 months.  There was a 20% growth between September and December 2008.   Total circulation for both print and non print materials was down 9.55% compared to December 2007, but we finished the year with circulation growth of 13.69% over 2007.  

B.      December Financials
Donations deposited in the Special Project Fund in December totaled $550. We did receive interest income in December, but it was not available at the time our report was prepared.  Balance in the Special Projects account is $7,347.00.

According to the 2008 expense spreadsheet in the packet, it would appear the library came in $111,473.88 under budget.  Tim Dirks explained that this figure did not include 2008 encumbrances, which will be paid out in 2009 but posted as 2008 business.  When the encumbrances are accounted for, the library finished the year at approximately $28,000 under budget, expending approximately 99% of the budget.  Tim was commended for an excellent job in keeping expenses in line, and he in turn attributed the results to the hard work of his staff.

Funds deposited for fines, meeting room rental and copier fees totaled approximately $79,360 in 2008.

Friends of the Library Report
The Friends have been requested by the library, and have agreed to be the depository for an FINRA grant, which amounts to approximately $55,000 over the next 2 years.  The regular Friends meeting was on January 13, 2009, where it was decided to donate $5,000 to the library, to be used specifically for special events for the Grand Opening of new Main.  The Friends are considering a new look for their book bags and are investigating different colors and design.  Barb Dunn and Betty Kerns have resigned from the Board, so 2 new board members are being sought.

Old Business
A.      New Main Opening Event Committee Update 
Tim reported that ideas are being discussed for April 24th and the week of April 25th, including proven successful programs such as storytellers, musical events, etc.  Invitation lists for the donor reception are being drawn up.  Gale Chapman, one of the committee members, asked that board members who would like to volunteer to help during the Grand Opening would be appreciated.  A firm plan for volunteer duties and shifts will be drawn up to provide prospective volunteers an idea of what kind of commitment is involved. 

B.      New Main Project Update
Jeffrey Mandyck of Meyer, Scherer & Rockcastle gave an update on the construction project.  The contractor is optimistic that the projected completion date of February 16th will be met.  On February 17th the installation of shelving will begin, which will take 2-3 weeks.  By mid-March, the furniture will be shipped and installed, with signage being installed in mid-April.

A.      Wellspring Kiosk Videos
Peggy Stordahl, President of the Board of Directors for Wellspring, presented a sample video which will be a part of the kiosk located in the front corridor of the library.  After viewing the video and discussion, a motion was made by James Council to approve the use of the video and its content, provided it can be played selectively by patrons and not run continuously throughout the day.  Motion seconded by Dawn Morgan; carried.

B.      Proposals for Moving Services
This is an informational item on the agenda.  Three companies responded to our Request for Proposal for moving services into new Main.  Tim will recommend to the Building Committee, which is meeting tomorrow morning, that Hallett Movers be awarded the bid, based upon price and experience. 

C.      Proposal for Coffee Services at New Main
This is also an informational item on the agenda.  The library received one proposal, which was from Dunn Bros. franchise.  Some of the items included in their proposal are counter to the RFP.  Therefore, more discussion is necessary with Dunn Bros. before we can proceed.

Other Business
Because of the discussion on a local radio program regarding a children’s book at the library, discussion was held on the appropriate action of the board.  Tim Dirks presented an outline, per library policy, of the procedure to follow should a Statement of Concern from a patron be filed. 

Public Comment
There was no public comment.

Next Board Meeting
The next regular Board meeting is scheduled for Tuesday, February 17, 2009, at 4:00 p.m. in the City Commission room. 

The meeting adjourned at 5:00 p.m.

Respectfully submitted,

Ginny Mueller