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August 18, 2009 Minutes

Board of Trustees
Fargo Public Library
Minutes of August 18, 2009

Present: Herb Snyder, Richard Zeck, Gale Chapman, Dawn Morgan, Suzanne Morrison, John Dietz, James Council
Others: Friends Representative, Janet Murphy; Richard Moorhead from Image Group
Staff: Tim Dirks, Greg Gilstrap, Ginny Mueller     

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

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

Motion was made by John Dietz to approve the minutes of the July 28, 2009 meeting; seconded by James Council; motion carried. 

Staff Report
Greg Gilstrap reported on the many activities happening at the Library:
•      Branch Services Manager, Lori West, has dropped off 3500 brochures at NDSU to be distributed to the students in the residence halls as they move in this week-end.
•      Electronic Resources Librarian, Ben Daeuber, reports that our on-line resources are up-to-date.  In order to aid our patrons, the on-line resources have been placed in subject categories on our website.
•      The Teen Summer Reading Program got off to a slow start but had solid numbers by completion. We held 18 programs with 149 in total attendance.
•      The Children’s Department reports that they had a tremendous turn-out of over 200 for the magic classes and show during the first week of August.  The Summer Reading Program’s last programs at Main and Northport were “Draw Me a Story”, where kids got to show off their artistic skills.  Cindy Mason and Brandi Arends are working on the attendance numbers of the Summer Reading Program and are in the process of distributing prizes.  The winners will be pictured in the Forum on August 29th.

Director’s Report
Tim Dirks referred the board to his written director’s report.  Construction has begun for the refit of the area in the library’s concourse for Dunn Bros. Coffee, which hopefully will be completed in approximately 1 month.  Human Resources has begun work on evaluating the library’s job descriptions and their use in a compensation study.  The first round of interviews has taken place for the vacant Children’s Coordinator position and two candidates will be doing on-site interviews on August 31st and September 1st.  As a member organization of the FM Coalition for Homeless Persons, meetings with them concentrate on the services we can provide them. 

Statistical Reports

July Usage
Door count numbers for the month show an increase of 7% overall.  YTD numbers are not accurate because the door count meter at Main was not operational in June.  Web page hits are up considerably, and we are informed that of the categories listed on the city website, the library gets the most hits.  Plans are in the works for an updated city website. 

July Financials
Special Project accounts earned interest of $15 and there was a memorial given in the amount of $20.  Expenses were for books purchased as a result of donations and staff development projects.

The year-to-date expenses and encumbrances through July 2009 (58% of the year) represent 52.86% of the annual budget.     

Funds deposited for fines, meeting room rental and copier fees totaled $8,649.70 in July, 2009, for a total year to date revenue of $48,282.56. 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 will be September 12th, with John Bye speaking.  Presently there are 497 members.  The store is doing very well with 2 student workers provided by Job Service for the summer.  In September the store will again be manned by volunteers.  The Friends have approved funds for the purchase of information stands and a popcorn machine for the Library. 

Old Business

Main Library Completion Update
Richard Moorhead of Image Group presented a detailed report of outstanding items which have been or will be addressed with the contractor in order for the Main Library to be complete.  March 18, 2010 is the end of the building’s warranty period, so all problems must be reported prior to that date. 

Public Comment
There was no public comment.

Next Board Meeting
The next regular Board meeting is scheduled for Tuesday, September 15, 2009, at 4:00 p.m. in the City Commission room.  At that time, the Annual Meeting will take place with election of officers.

The meeting adjourned at 4:40 p.m.

Respectfully submitted,

Ginny Mueller