November 18, 2008 Minutes
Board of Trustees
Fargo Public Library
Minutes of November 18, 2008
Present: Herb Snyder, Gale Chapman, James Council, Dawn Morgan, Suzanne Morrison
Absent: Richard Zeck, Gregory Heller
Others: Friends Representative Carol Sawicki, City Commission Representative Mike Williams, Richard Moorhead
Staff: Tim Dirks, Eve Haaland, Beth Postema, Kristin Hektner, Ginny Mueller
Order of Agenda
Gale Chapman moved to approve the order of the agenda and Jim Council seconded motion; the motion carried.
Minutes
A correction to the minutes of the October 21, 2008 meeting was noted. The corrected minutes under the “Minutes” paragraph should read “…approve the minutes of September 16, 2008…” A motion was made by Suzanne Morrison to approve the minutes of October 21, 2008 as corrected; seconded by Jim Council; motion carried.
Staff Report
Eve Haaland announced the Employee of the Month award for November went to two individuals. Cheryl Lackman was chosen because of her continuous education in languages and proof reading skills. Suzanne Strache was chosen because of her high level of daily production and the artistic ability that she is willing to share with us. We’ve been very busy with programs this month including rock band, soap making, story times and Kids Book Club. Special children’s programs were Elmo and Cookie Monster (220 attending) and Digging Dinos (65 attending).
Due to the high demand for our internet classes, Pam Strait has been enlisting volunteers for assistance in the class. We will be contacting individuals on our waiting list to register them for 15 classes we have scheduled in December, January and February. We have received the new laptops and had training on them in preparation for the classes we’re offering.
Director’s Report
Tim Dirks directed attention to the Director’s Report included in the packet. We are currently scheduling interviews for the Children Services Librarian 1 and advertising for the Library Page and Library Associate 1 positions.
We will tour the New Main project at the conclusion of this meeting.
Richard Moorhead presented an update on the Carlson Library project. Based upon a walk-through of the Carlson Library, a number of items were found that require attention. A summary of those items is listed in the one-year inspection report, distributed. Since this is the close of year one, it is the end of our warranty period. The warranty has been extended on specific items since it was not demonstrated that the products/installation were satisfactory. Those items are stated on the distributed list. They are largely minor and being taken care of.
Mike Williams inquired about doing an energy efficiency study of New Main. With the board’s approval, he will provide Richard Moorhead with the contacts to move forward with that. There were no objections from the Board.
Statistical Reports
October Usage
Comparisons from 2008 to October, 2007 and year-to-date 2007 show attendance, programs, volunteers, internet and web page hits were all up. Tim noted that according to our Library Tech, Ben Deauber, the library’s is the most visited of all city websites. The Carlson Library has been open a year as of November 16th, so from this point on our comparisons will provide a better picture.
Total circulation for both print and non print materials was up 5.19% compared to October 2007, and up 16.47% compared to YTD 2007.
October Financials
With 84% of the year represented, the library is at 73.33% of its budget expended. Northport is now entirely included in the operating expenses.
There was a question last month on the overage in General Supplies for the year. After investigating, it was found that
A. There were some incorrect entries and therefore adjusting entries were made.
B. Book Club in a Bag expenses were coded to this account. The library was subsequently reimbursed by the Friends, but this was deposited in a revenue account and not reflected here.
C. Coffee service for patrons at the Carlson library was very expensive and has been stopped.
We are over budget in our property insurance. This is the first year we have owned the property for the Carlson library, and therefore the first year we’re paying insurance on it. This will be adjusted for the 2009 budget.
Friends of the Library Report
The Friends did not have an “official” meeting in November so nothing to report. Tim and Beth gave the Friends a tour of the New Main project November 11th.
Old Business
A. New Main Construction Budget Update
A Revenue and Expenditure Report was distributed, along with a list of proposed change orders totaling approximately $44,975, shows a net available of $152,697. There are outstanding change orders which require further negotiation, that would probably total approximately $50,000.
Public Comment
President Herb Snyder took a moment to remind everyone that the end of the year is approaching and it is a very good time for charitable gifts to be given. We have a donor recognition wall in a prominent place in the new library, and for $500 or more a donor will receive a plaque. Please consider giving to the library.
There was no other public comment.
Next Board Meeting
The next regular Board meeting is scheduled for Tuesday, December 16, 2008, at 4:00 p.m. in the City Commission room.
The meeting adjourned at 4:43 p.m.
Upon adjournment, the Board proceeded to New Main for a tour of the construction site.
Respectfully submitted,
Ginny Mueller