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March 17, 2009 Minutes

Board of Trustees
Fargo Public Library
Minutes of March 17, 2009

Present: Herb Snyder, Richard Zeck, Dawn Morgan, James Council
Absent:  Gale Chapman, Gregory Heller, Suzanne Morrison
Others:  Media
Staff:         Tim Dirks, Beth Postema, Greg Gilstrap, Ginny Mueller     

The meeting was called to order and a quorum was declared by President, Herb Snyder.

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

Motion was made by Richard Zeck to approve the minutes of the February 16, 2009 meeting; seconded by James Council; motion carried. 

Staff Report
Greg Gilstrap, Library Staff Representative, reported that invitations have been sent out for the Major Donor Reception, which is being sponsored by the Friends of the Library.  
The children’s and teen department have been busy organizing fun and unique programs.  On March 23, 30 and April 6, 2 hockey players from the Fargo Force will be reading at story times.  These will be announced at the Force’ home games. On Wednesday, March 18th the members of the NDSU Rodeo Club will be at the Carlson Library to visit with kids in Grades 4-6.  There will be games, refreshments and trail songs.  On Friday, March 20th, the rodeo theme continues at Carlson when kids K-3 will have a chance to meet the past and present Miss Rodeo North Dakota, along with participating in stories and games. 
On Friday, March 6th, Clifford the Dog program drew in 85 kids and the same day 25 kids attended the Dr. Seuss Read Across America program, with local personalities Mike Waters, Dan Michaels and Brian Kelly reading Dr. Seuss books.
The teen department sponsored a movie on February 26th with 8 teens attending, a gaming night on March 5th with 13 attending and had teen crafts on March 12th, with 5 in attendance. 

Director’s Report
Tim Dirks reported that his focus has been on construction issues, moving out of 408 Roberts Street and beginning the move to new Main.  We have begun to recruit for the Collection Development Manager position, which will be vacated by Kristin Hektner.  Her high level of professionalism and efficiency will be missed.  An offer has been made for a children’s programming assistant, and drug and background checks are being conducted. 

Statistical Reports
February Usage
Program attendance, volunteer hours and overall attendance decreased when comparing February 2009 and February 2008.  Internet signup and web page hits increased during that time period.  Circulation statistics, including both print and non-print, decreased 3.11%.  An electronic resources statistics report was distributed, indicating a slight increase over January 2009.  Ben Daeuber, our Electronic Resources Librarian, is working with the City and its vendor on improving the Library’s website.

January Financials
In addition to interest of $19, deposits included a donation by the Friends of the Fargo Public Library of $5000 to be used to sponsor the major donor reception and grand opening activities. $139 was expended for the Grand Opening, leaving a balance of $12,262.00 

The year-to-date expenses and encumbrances through February 2009 (17% of the year) represent 15.79% of the annual budget. 

Funds deposited for fines, meeting room rental and copier fees totaled $8103.14 in February, 2009, for a total year to date revenue of $14,720.04.

Friends of the Library Report
Since the Friends of the Library representative was not in attendance, there was no report.

Old Business
Dunn Bros. Coffee Service Contract

We are still negotiating with Dunn Bros. Coffee regarding the lease.

Deposit Collection Outreach
Tim Dirks reported that he contacted Erin Dahl of the YWCA regarding the need for an outreach collection at their location.  At this time, they do not have space to accommodate such a collection.

New Business
Library Move Update

The move began on March 2nd.  Hallett Movers have done a good job and are being very conscientious.  Both Beth Postema and Cheryl Lackman have been great at getting the job done.  The last department to move will be Tech Services, who will move from the Public Safety Building on March 26th.

Library Commissioning/Infiltration Testing
The Building Committee met on Monday March 16th.  It was decided that infiltration testing will be done and the cost is being investigated.  Also, it is likely that commissioning will be done.  Pat Zavoral will be working with Richard Moorhead to prepare the RFP.

There was further discussion regarding the reception and Grand Opening. 

Public Comment
There was no public comment.

Next Board Meeting
The next regular Board meeting is scheduled for Tuesday, April 21, 2009, at 4:00 p.m. in the City Commission room. 

The meeting adjourned at 4:38 p.m.
Following adjournment, Tim Dirks gave the Board a tour of the new Main Library.

Respectfully submitted,

Ginny Mueller