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November 17, 2009 Minutes

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

Present: Herb Snyder, Richard Zeck, John Dietz, James Council, Dawn Morgan, Helen Levitt     
Others: Jan Murphy, Friends of FPL Representative
         Helmut Schmidt, media
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 John Dietz; motion carried. 

Motion was made by James Council to approve the minutes of the October 20, 2009 Regular Meeting; seconded by Dawn Morgan; motion carried. 

President, Herb Snyder, welcomed Helen Levitt to the Board of Directors.  Helen will fill the term of Gale Chapman, due to her resignation.

Staff Report
Greg Gilstrap reported on recent activities:
• Dr. James Carlson Branch and Northport Branch are both set up for e-mail notification of availability of hold items.
• We have started the end of year magazine project.  Many 2007 magazines will be deleted from the catalog and recycled.
• Two computer classes being taught this week are full
• Classic Book Club will meet on Wednesday evening, discussing “A Farewell to Arms” by Ernest Hemingway
• The Unraveled Crafters, knitting and crocheting group meeting monthly at the Carlson Branch, has had successful turn-outs and may be meeting more often.
• 37 attended Ghost Stories for Grownups
• Gaming Day for Teens at Main and Rock Band gaming at Carlson were both successful programs.
• Children’s Department has had very good turn-outs with both preschool and toddler story times.  32 attended the Fargo Force Story Time.  Our pumpkin party was attended by 64 and as an Outreach program; we helped with Healthy Family Fun Night at Kennedy School.  
• Smart Investing for Seniors will be completing its programming this week

Upcoming events are:
• Paws for Reading, a monthly program where children sign up to read for 20 minutes to therapy dogs, will start this Saturday
• Trim the Tree will be coming up at all three library locations
• A movie will be shown in the Main Community Room at 2:00 PM this Sunday as a part of the Bollywood series
• An Occupational Therapist will be presenting information regarding how to prevent back injuries and carpal tunnel to the staff this Friday
Director’s Report
Tim Dirks referred the Board to his written report.  Regarding his attendance at the Building Committee meeting, Tim explained the problem with the depression in the parking lane on the south side of the building that results in a pool of water when it rains.  The result of that meeting was that $5000 will be withheld from the Meinecke-Johnson contract and that area will be fixed when the City resurfaces 1st Ave North, scheduled for 2011.  Other cement repair will wait until next spring.
Tim reported on his discussions with individuals from NDSU, which have resulted in the Main Library being included on the downtown tours given by NDSU, FPL having a booth at NDSU’s Open House and library information being included in faculty packets.
Tim stated that he, Beth Postema and Lori West met with Christi Jacobson, Fargo Police Officer, in order to resolve some behavioral issues occurring at the Carlson Branch.  The library has now hired a security person from Midwest Security to be on-site for a few hours each day to assist staff.
Tim met with John Bye of the Institute of Regional Studies, regarding the pictures donated to them by the Library.  They are working on putting them into a digital format which would result in the availability to be viewed from a link on the Fargo Public Library website.

Statistical Reports

October Usage
Year-to-date library use numbers are up, except for attendance, which is due faulty operation of door counters.  Comparing October of 2009 to October 2008, both print and nonprint circulation is up almost 31% and year-to-date circulation is up over 18%.  Tim Dirks reported that pre-construction tracking is being done to determine what effect the building of new Main and opening of the Carlson and Northport branches has had on circulation.  The report will be presented in January, but at this time it appears circulation is up approximately 36%. 

October Financials
Special Projects shows donations from the Valley Reading Council and Round Table Study Club for specific items and the Friends for book purchases for the Current History Book Club.  Expenditures correspond with the purchases resulting from those donations.
Overall, after 83% of the year has lapsed, we have spent 75.39% of our budgeted funds.  We had forecast $75,000 for 2009 revenue and have almost met that by the end of October.

Friends of the Library Report
Jan Murphy reported that the Friends had a very successful book sale over the week-end.  It resulted in over $1500 in sales.  The goal was to move a lot of books since there wasn’t enough storage space.  Now, the store looks neat again.  The Friends are considering purchasing a book cart and also may need to find someone to manage the bookstore.

Old Business

Carlson Conference Room Usage/Quiet Study
This agenda item is a result of the public comment during the October Board Meeting.  John Dietz made a motion that when the Carlson Conference Room is not otherwise reserved, it be designated as a quiet zone and so posted.  Helen Levitt seconded the motion.  After discussion, the motion carried. 

End of Fiscal year Purchases
Director Dirks distributed an estimate of expenses through the end of 2009, and proposed additional purchases to be made with excess funds.  After discussion it was suggested that beyond the proposed purchases, some of the remainder funds be used for further collection development and other needs as the director sees fit.

Public Comment
There was no public comment.

Next Board Meeting
The next regular Board meeting is scheduled for Tuesday, December 15, 2009, at 4:00 p.m. in the City Commission room. 

The meeting adjourned at 4:48 p.m.

Respectfully submitted,

Ginny Mueller