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September 15, 2009 Minutes

Board of Trustees
Fargo Public Library
Minutes of September 15, 2009

Present: Herb Snyder, Richard Zeck, Gale Chapman, Dawn Morgan, Suzanne Morrison, John Dietz, James Council
Others: 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 John Dietz; motion carried. 

Motion was made by James Council to approve the minutes of the August 18, 2009 meeting; seconded by John Dietz; motion carried. 

Staff Report
Greg Gilstrap reported on recent activities and attendance at the Library:
   A. The Robert Dodge Author visit at Main on Thursday, September 3rd brought in approximately 70 people.
   B. A children’s program was held September 4th, with 38 kids coming to meet Peter Rabbit.
   C. Carlson hosted a Teen Gaming program on September 10th with 12 teens attending.
   D. We began our monthly Friday Afternoon Film series at Carlson on September 11th with 20 in attendance.
   D. Children’s Summer Reading Program was very successful –
      932 kids registered
      338 books given away
      100 kids completed the Reading Challenge of reading for 32 hours and completing activities.
      Kids enrolled read a grand total of 8,164 hours this summer.
   E. In an effort to reach more parents and teachers with information about our library, Cindy Mason has made the first of several presentations to the Fargo Public School PTA organizations at Bennett Elementary.  Other schools are scheduled through mid-October.

Upcoming events include:
   A. On Sunday, September 20th, Cheryl Lackman will host the first of a Bollywood Film Series with the film, “Chandni Chowk to China.”
   B. On Tuesday September 26th, Cindy Mason will start a Kids Book Club at main.
   C. Tim will lead a Current History Book Club beginning Tuesday, September 29th at the Main Library.
   D. Jazz Into Fall begins in October and we’ve scheduled 3 Sundays of jazz at the Main Library.
We are seeing an increased number of college students due to NDSU’s presence downtown.

Director’s Report
Tim Dirks referred the board to his written director’s report. 
The Children’s Coordinator position has been filled.  She comes from Indiana and will start October 12th.  The compensation study interviews for the library have been completed.  Review of the consulting firm’s findings will be in October/November, and hopefully the changes will be in effect January 1st.  Ben Daeuber, Electronic Resources Librarian, is working with the IS Department regarding changes we want implemented on the new web page, which may be up and running by January 1st.  We are working on acquiring a search box on the library’s home page to access library catalog.  The Building Committee met in August, primarily to approve signage for Dunn Bros Coffee in and around the library.

Statistical Reports

August Usage
We are busy at all locations, with the Library Use and Circulation Reports both reflecting strong numbers. Circulation numbers show that we are up 16% year-to-date.  Volunteer hours and web page hits are both up, with the library consistently being the most requested web page from the city’s site.

August Financials
The year-to-date expenses and encumbrances through August 2009 (67% of the year) represent just under 60% of the annual budget.  Costs for natural gas were over-estimated during budget preparation last year and the city is planning on revising that account soon. We have used only 11.2% of the natural gas account budget.  Some accounts are very close to somewhat over their budget, primarily due to extra expense from the move and additional supplies for workspaces.  Also, through a grant from Workforce Safety and Insurance, an ergonomics professional has evaluated our staff workstations, which has resulted in higher-than-anticipated purchases. 

Special Project accounts earned interest of $16.  Expenses were for globes purchased as a result of donations from the Round Table Study Club and staff development projects.

Funds deposited for fines, meeting room rental and copier fees totaled $9,312.79 in August, 2009, for a total year to date revenue of $57,595.35. We are still on track to exceed the budget revenue projections for 2009.

Friends of the Library Report
Jan Murphy reported that the Friends Annual Meeting was held last Saturday, September 12th, with John Bye and Lynn Enger speaking.  The store continues to do well and job Service is providing an employee to work 30-35 hours per week.  Volunteer hours will fill in the balance of the opening hours. 
Tim Dirks reported that the Friends have donated significant funds throughout the year, but in addition are instrumental in the Library receiving grants.  For instance, the FINRA Grant of $53,000 that we recently received needed to be funded through a 501(c)(3) organization.  The Friends’ organization is the agent for the library for that grant.  Also, the Friends have agreed to provide matching funds, which was necessary in order to obtain the Gates Grant.  The Friends organization is very valuable to the library.

New Business
2010 Budget
Tim presented the budget requests for 2010.  According to the mayor’s budget, the library will be receiving additional staff of one full-time Librarian I.  Requests for the operating budget and equipment outlay were included in the mayor’s budget.  We will receive the final 2010 budget in October.

Public Comment
There was no public comment.

Next Board Meeting
The next regular Board meeting is scheduled for Tuesday, October 20, 2009, at 4:00 p.m. in the City Commission room. 

The meeting adjourned at 4:40 p.m.

Respectfully submitted,

Ginny Mueller