July 18, 2006 Minutes

Board of Trustees
Fargo Public Library
Minutes of July 18, 2006

Present: Prakash Mathew, Helen Levitt, Suzanne Morrison, Herb Snyder
Absent: Richard Zeck, Leo Wilking
Friends of the Fargo Public Library Liaison: Carol Sawicki
Staff: Monique Andresen, Maxine Hilburn
Director: Charles Pace
Others Present: City Commissioner Linda Coates, David Baker of Hodge Cramer

Order of Agenda
Helen Levitt moved to approve the order of the agenda. Herb Snyder seconded the motion; the motion carried.

Minutes
Herb Snyder moved to approve the minutes of June 20, 2006. Helen Levitt seconded the motion; the motion carried.

Staff Report
Northport had a grand opening with 100 people in attendance for a ribbon cutting ceremony. The van will now be used for the Saturday shuttle. 103 people attended a Harry and the Potters concert in the parking lot. Cindy Wray conducted a well received story and craft program at Madison School for ELL students. A regional author, Mary Gardner, will be visiting the library July 31. The staff attended a cultural sensitivity training facilitated by the director of Cultural Diversity Resources. Tom Fortin started this week as the new Collection Manager for the library.

Director’s Report
A report on the American Library Association annual meeting in New Orleans June 23-28, by James B Casey was distributed in the board packets. Charles Pace attended the conference and reported the people in New Orleans were enthusiastic about having tourists. The population is less than half of what it was before the hurricanes. They do not have enough workers, but despite that fact the conference went smoothly. One session he attended was from Dayton Public Library regarding an officer in charge manual and emergency procedures manual. Although we already have emergency procedures in place, an officer in charge manual will be implemented at Fargo Public Library. Another session was about job interviewing from both perspectives. Most of the suggestions were already in place here.

A budget meeting took place June 21. Pressure is on to reduce the overall mill levy of the city. The preliminary budget will be available August 28.

Statistical Reports
Circulation decreased slightly this month compared to June 2005. 408,650 items have checked out this year. To date, 241,000 people walked through the facilities this year and there are 53,860 registered patrons.

Friends of the Fargo Public Library Report
The Friends book sale is Wednesday from 6 pm to 8:30 pm for Friends only. Thursday is open to the public from 3:30 pm to 8:30 pm. Books may be purchased for $2 per bag.

A microwave and refrigerator have been purchased for the new Northport branch library. Hornbacher’s donated cookies and lemonade and was served by the Friends at the grand opening. August 8 is the next meeting of the Friends.

Continuing Business

A. Fundraising campaign update
David Baker extends his congratulations on opening the Northport branch library. A strong committee of 14 individuals has been recruited. The first full cabinet meeting was held earlier today and will start on different strategies for different levels of giving. The board component of the campaign has started.

B. Building projects update
Mayor Walaker and Commissioners Coates and Williams spoke at the Northport grand opening. Internet was down that morning, but the hardware issue was corrected as the speeches began. Plants were received from several area businesses along with gifts from the Friends and Hornbacher’s. A three page ad in the Forum announced the opening with the help of the Friends and several neighbor businesses. It is a technologically advanced library.

The architects met with staff last Friday to update floorplans for Southpointe and the main library. Southpointe is in the final stages of design. Color and finishes samples for Southpointe are available to view outside of the director’s office through this week. The main library is nearing the end of the schematic design phase. Another meeting is scheduled for July 31 at which time elevations of Southpointe will be available.

The next public meeting is scheduled for August 17. Southpointe should be ready to be approved for bid at that time.

No further discussions have taken place regarding parking.

Commissioner Mike Williams is the newest member of the building committee. Commissioner Linda Coates had an article printed in the Forum summarizing the status of the library projects.

New Business

A. Media Relations Policy
This policy is not a change in current practice, but a written plan of action to confirm consistency. Helen Levitt moved to accept the policy as presented. Suzanne Morrison seconded the motion; the motion carried.

B. Travel and Continuing Education Policy
This also confirms in writing the practice currently used for travel and continuing education. Suzanne Morrison moved to adopt the policy. Herb Snyder seconded the motion; the motion carried.

Public Comment
Helen Levitt noted on a recent visit to the library when she was volunteering, a patron asked who works here. Charles Pace stated staff and volunteer badges are in the works. Herb Snyder suggested a policy be drafted to properly identify staff and volunteers within the library.

Next Board Meeting
The next board meeting is scheduled immediately following adjournment in the City Commission room.

The meeting was adjourned at 5:05 p.m.

Monique Andresen

Board of Trustees
Annual Meeting
Fargo Public Library
Minutes of July 18, 2006

Order of Agenda
Annual meeting of the Board to elect new officers

New Business

A. Elect Chair of the Board
Helen Levitt nominated Prakash Mathew Chair of the Board; Suzanne Morrison seconded the nomination. Prakash Mathew was elected Chair of the Board.

B. Elect Vice Chair of the Board
Suzanne Morrison nominated Helen Levitt Vice Chair of the Board; Herb Snyder seconded the nomination. Helen Levitt was elected Vice Chair of the Board.

Public Comment
Congratulations to the officers of the Board.

Next Board Meeting
The next board meeting is scheduled August 15, 2006, at 4:00 p.m. in the City Commission Room.

The meeting was adjourned at 5:07 p.m.

Respectfully submitted,
Monique Andresen