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May 19, 2009 Minutes

Board of Trustees
Fargo Public Library
Minutes of May 19, 2009

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

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

Order of Agenda
Suzanne Morrison moved to add an item of Library Meeting Room Policy to the agenda under New Business and conduct New Business after the approval of the minutes.  James Council seconded the motion.  Motion carried. 

Motion was made by James Council to approve the minutes of the April 21, 2009 meeting; seconded by Suzanne Williams; motion carried. 

New Business
Library Meeting Room Policy
There was discussion on the rental price of the conference rooms, particularly for non-profit organizations.  Director Dirks stated that he has scheduled a meeting of the Community Response and Procedure Team of the library in order to begin work on modifying the current policies.  A draft of a meeting room policy will be brought before the Library Board for review and discussion at a later date.

Staff Report
Greg Gilstrap stated that the staff is thrilled with the new library.  There was very good turn-out at the events scheduled for the week of the Grand Opening.  There were 148 new library cards issued the first day new Main was open and a total of 409 for the first 6 days.  The children’s area is busy getting ready for the Summer Reading Program entitled Be Creative At Your Library.  The Teen Summer Program will be Express Yourself and the Adult Summer Reading Program is being developed.  Outreach has scheduled the Volunteer Luncheon for June 24th.  Electronic Resources announced that the EBSCO small engine repair materials will be available on June 1st.  It was announced that Greg Gilstrap has now obtained his Masters Degree. 

Director’s Report
Tim Dirks referred the board to his written director’s report and stated that the Collections Manager position is being advertised on ALA online and Library Journal online.  An interview has been scheduled for next week.  The punch list items are being worked on at both the Carlson Library and Main.  The Building Committee met this morning and is clarifying a specific route for cars to follow to the Book Drop on the West side of Main.

Statistical Reports
April Usage

Since the Main Library was closed until April 25th, most categories had less activity compared to April 2008.  Year to date, the overall library usage was down from 2008 by 3%.  For the same reason, circulation for Main was down in both print and non-print areas, and total circulation was down just over 9% year to date.

March Financials
In Special Projects, the account earned $18 interest and received donations totaling $250.  Most of the expense for the month was for the Major Donor Reception, which the Friends of the Fargo Public Library so generously funded.  Also, books were purchased to correspond with specific donations made.

The year-to-date expenses and encumbrances through April 2009 (33% of the year) represent 29.45% of the annual budget.   

Funds deposited for fines, meeting room rental and copier fees totaled $5250.99 in April, 2009, for a total year to date revenue of $23,938.14.  With Main being closed for most of the month of April, there was limited revenue generated from that location.

Friends of the Library Report
The book store was very busy the week of the Grand Opening, having sold over $500 worth of materials.  Also, the Friends had a book sale in the Community Room on May 2nd and were busy throughout the day.  The Friends are looking for volunteers and are requesting the Forum do a story on the Book Store to stir up interest.  The annual meeting will be held in September.

Old Business
Dunn Bros. Coffee Lease
The contract has been signed by Dunn Bros. and is on the agenda for the June City Commission meeting.

Public Comment
There was no public comment.

Next Board Meeting
The next regular Board meeting is scheduled for Tuesday, June 16, 2009, at 4:00 p.m. in the City Commission room. 

The meeting adjourned at 4:35 p.m.

Respectfully submitted,

Ginny Mueller