Library Board

Boards, Commissions & Committees

Fargo Public Library Board - August 20, 2019 Minutes

Regular Meeting: Tuesday, August 20, 2019 Minutes

Board Members Present: Rachael Steenholdt, Mary Batcheller, Jan Ulferts-Stewart, Carlos Hawley Jr., Carrie Peterson, Whitney Oxendahl, Scott Beaulier
Board Members Absent:
Staff: Tim Dirks, Sunny Branick, Betsy Dauer
Others Present:

President, Rachael Steenholdt called the meeting to order at 4:00 PM, and a quorum was declared.

Order of Agenda
A motion was made by Jan Ulferts Stewart to approve the Order of the Agenda. Scott Beaulier seconded the motion; motion carried.

Minutes of July 16, 2019 Regular Meeting
Mary Batcheller made a motion to approve the minutes of the July 16, 2019 meeting. Carlos Hawley Jr. seconded the motion; motion carried.

Staff Report
Sunny Branick presented highlights from the library.

Staff updates and Staff development activities:
• Cheryl is hiring a new Library Associate I for Main. Applications are being reviewed.
• Aug. 18: The Staff Summer Outing at the Fargo Theater. The Public.

Upcoming Events & Programs (a partial and incomplete list):
• Baby Rhyme Time. Babies ages birth to 18 months are invited to join us on Thursday, September 5, for the next sessions of lapsit storytimes. Held the first and third Thursday of each month Baby Rhyme Time takes place at the Dr. James Carlson Library at 10 a.m., and at the Main Library at 6:30 p.m. Share songs, fingerplays, short books, rhythms and rhymes with your baby while introducing them to books and the library! Each session concludes with open play time. No registration is required. One child per grown‐up lap please.
• Fall Storytime. Registration for the 2019 Fall Storytime sessions for toddlers and preschoolers is now open. This weekly session begins September 9 and runs through
December 11.

• New partnership with GiGi’s Playhouse to provide some upcoming programming/outreach to individuals and their families.

• Aug. 29 at 7 p.m. – Main Library. "Northern Narratives" Book Launch and Reception. Join us at the Fargo Public Library to celebrate the library's Northern Narratives 2019 book launch. Northern Narratives is the library’s third publication of work produced by local and regional authors. This writing project is generously supported by the Friends of the Fargo Public Library. Several of the authors will be present and will read from their submitted pieces. Light refreshments will be served.
• Sept. 12 at 6:30 p.m. – Main Library. Author Visit with Dr. Denise K. Lajimodiere. Dr. Lajimodiere will do a reading and signing of her new book Stringing Rosaries: The History, the Unforgivable, and the Healing of Northern Plains American Indian Boarding School Survivors on Thursday, September 12, at 6:30 p.m. at the downtown Fargo Public Library. Lajimodiere, an enrolled citizen of the Turtle Mountain Band of the Ojibwe, Belcourt, ND, builds the book around the stories of sixteen survivors, while also taking a hopeful look toward a future filled with American Indian tradition, language, culture, and forgiveness. A representative from the NDSU bookstore will have copies of the book available for sale on site. This event is free and open to the public.
• Sept. 14 at 2 p.m. – Main Library. Bullet Journaling. Heading back to school? Or just want to get more organized? Learn basic methods and see lots of examples of how to use your journal – from stripped down to wonderfully embellished. You’ll even have a chance to win a journaling starter kit! No registration required.

• An Australian Adventure. Learn about Outreach Associate Claire Kuhlman’s 3‐week backpacking adventure along the coast of Australia. Included will be general information about Australia, as well as her first‐hand experience. Treats unique to the Land Down Under and supplies to decorate you own boomerang will be provided.
• The Oregon Trail: Wagon Train to the West. Join us for an informational program as we follow pioneers as they travel by covered wagon on the Oregon Trail. There will be tales of danger and hardship, history, amazing landmarks, and lots of pictures!

Events for All Ages
• Aug. 24 at 10a.m. – View a NASA Training Spacesuit. Astronauts who walked on the Moon during the Apollo program (1969‐1972) wore multi‐layered suits designed for comfort, utility, and protection from the harsh environment of space. Special outer gloves, boots and helmet were also needed. All ages are invited to join us to view a NASA (training) spacesuit at the Main Library. Attendees will be able to take photos with the spacesuit; the event will include a make‐&‐take themed craft. All ages are welcome.

Notable Past events & programs (again, a partial list):
• Total SRP attendance: 6,509
• Total Registered: 2,311 (378 more than 2018)

• Total SRP attendance: 313 (94 more than 2018)
• Total Booklogs: 242 (34 more than 2018)

• Total SRP attendance: 930 (169 more than 2018)
• Total Booklogs: 778 (350 more than 2018)

Events for All Ages
• Fargo History Hunt: 305 (3 more than 2018)

Director’s Report
Director Tim Dirks referred the Board to his written report in the Board Packet, noting as a follow up from our June meeting that he had spoken to MATBUS about providing free transportation to the library while parking is limited and they agreed they could do that.

Statistical Reports
The library had 37,699 registered patrons for the month of July. Attendance was down 5% year to date. Program attendance was up 22% year to date. Volunteer hours were down 7% year to date. Internet signups were down 15% year to date. Note: The library usage statistics have been updated from the July Board Packet. Print circulation was up 3.53% year to date. Nonprint circulation was up 2.29% year to date. Total circulation year to date is 624,081 circulations. Director Dirks noted that the month of July 2019 was record breaking at 103,434 circulations.

The year is 58% lapsed while the budget is 53.84% expended. There were no incoming donations. Expenditures of donations totaled $3,198. Revenue is at $31,574.39 year to date.

Friends of the Library Report
No Friends report.

Unfinished Business
No unfinished business.

New Business
Statement of Concern Procedure Draft
Director Tim Dirks referred the Board to Statement of Concern Procedure Draft the in the Board Packet noting the change were shown in red.

A motion was made by Jan Ulferts Stewart to approve the Statement of Concern Procedure with the draft language as written. Carrie Peterson seconded the motion; motion carried.

Strategic Plan Update Part 2
Director Dirks presented a slideshow showing goals 4-6 from the Strategic Plan.

Strategic Plan Update Part II
Goals 4 - 6
Goal 4: PARTNERING: Develop community partnerships that will increase visibility, maximize resources, and strengthen community collaboration.

Develop Community Partnerships that Increase Visibility
• Increase “sign up for library card” events at area business or in conjunction with other organizations
• Remote registration is now an active part of all community engagement events.
• Identify groups or organizations that are not currently utilizing the library and try to partner with them
• FPL has begun collaborations with Youthworks, Gigi’s Playhouse, CHARISM, homeless shelters, Native American Festival
• Encourage staff to seek opportunities through personal connections to work with a variety of community groups
• Staff across the organization have utilized their connections to identify collaborations with organizations such as: NDSU, Rape and Abuse Crisis Center, Gladys Ray Shelter, Freedom Resource Center, Germans From Russia Heritage Society, Master Gardeners, FM Choral Artists, Historical & Cultural Society of Clay County, TedX

Develop Community Partnerships that Maximize Resources
• Facilitate conversations with public and private partners to identify shared strategies regarding community growth
• Initial discussions with Park District representatives and Assistant City Administrator and Facilities Manager
• Explore corporate sponsorships of major library programs
• Currently working with Library Board ad hoc committee and developing PR tools
• Identify mission relevant community events and partnerships for mutual benefit
• Program and Promotions Team and other staff have developed a spreadsheet in which events are added as they are identified. Process has been identified to schedule participation.

Develop Community Partnerships that Strengthen Community Collaboration
• Continue to expand homeless outreach services
• Mobile Support Team currently available through Gladys Ray Shelter
• Police Officer funded for Main Library and MAT Bus in 2020
• Identify partners to assist in serving at-risk populations
• FPL staff received training from Friendship, Inc. on working with developmentally challenged patrons
• Currently working with CHARISM & Youthworks to improve services to at risk youth
• Currently scheduling onsite services at the Gladys Ray Shelter
• Explore and identify potential remote service points in collaboration with public and/or private organizations
• Currently providing remote circulation services at all community engagement events.
• Investigating Scheduling the Book Bike in public spaces and utilizing social media to let users know

GOAL 5. TECHNOLOGY & INFRASTRUCTURE: Optimize infrastructure by providing safe and accessible spaces, identifying user friendly technology, and utilizing and strengthening financial resources.

Provide Safe and Accessible Spaces
• Eliminate sole staffing situations at all library locations
• Staffing plan approved by City Admin
• Two Additional Library Associate II positions created and filled
• Continue staff training related to safety and security
• Staff Development Team Continues to provide training on safety & security topics
• Continue to evaluate security staffing needs
• Police Officer for Main funded for 2020
• Update Facility Master Plan
• Funding request scheduled for 2021 Capital budget
• Initiate ADA audit of all library locations
• Tentatively Schedule to be done by City’s Facilities Manger before the end of FY 2019

Identify User Friendly Technology
• Collaborate with City Information Systems to improve internal knowledgebase tools
• Upcoming SharePoint upgrade to facilitate the development of a new SharePoint environment.
• Explore new technology resources for circulation or public use
• Hot Spot Wi-Fi devices currently available
• Public Charging devices currently on order
• Continue integration of digital library resources with integrated library system
• Link to Library2Go platform in the online catalog
• Identify and implement technology competencies for staff to increase service efficiencies
• Staff Development Team will be developing a survey for staff to identify areas of need

Utilize and Strengthen Financial Resources
• Identify efficiencies in purchasing
• Vendors and Purchases Reviewed on an annual basis
• Continue to identify strategies to grow endowment
• Annual distributions applied to the principle
• Large estate gifts applied to the principle
• Analyze operation budget to ensure sufficient resources and allocations
• Needs continually identified as part of the annual budget process
• Five year projections for operating, staffing and capital developed on an annual basis

GOAL 6. MARKETING: Increase community awareness and support of collections and services by utilizing creative messaging, engaging community outreach, and enhancing our voice via partnerships.

Increase Community Awareness of Collections and Services
• Update and expand media plan
• Media plan reviewed on an annual basis by the Community Relations Specialist
• Create a Library YouTube channel
• YouTube Currently Available:
• Continue to identify website functionalities to ensure a patron-focused user experience
• New Online Calendar rolled out April 2019
• Community Relations Specialist and staff continuing to identify improvements to the webpage

Development of Creative Messaging
• Sign up new cardholders for the library’s electronic newsletter
• New cardholders are registered for the electronic newsletter when the register
• Identify merchandising opportunities related to programming and promotions
• FPL has a variety of merchandise available at events such as pens, travel mugs, book bags
• Create buzz by providing unique resources and programs
• Book bike currently being utilized
• Main Library ten year events successfully completed
• Currently identifying potential events related to the completion of the Sodbuster project

Develop Engaging Community Outreach
• Expand partnerships with community agencies and events to bring the library to them
• Programming and Promotions Team along with the Community Engagement Committee are continually identifying opportunities for collaborative programming with community organizations. Such as: Wild Terra, WIC, West Acres Mall, Marcus Theatre, Native American Council, NDSU Memorial Union, Front Street Tap Room
• Identify and connect with underserved populations
• FPL continues to identify and collaborate with a variety of organizations to connect with underserved populations such as Head Start (SENDCAA), WIC at Fargo Cass Public Health, FPS Summer School, Gladys Ray Shelter, Vocational Training Center, Native American Commission
• Develop speakers’ bureau of library staff to speak at community events
• Not currently established, though staff participate in speaking opportunities as they arise

Enhance Our Voice via Partnerships
• Develop relationships with businesses, healthcare providers, and higher education institutions to identify future collaborations
• FPL has relationships with a variety of business, healthcare and education organizations. We have utilized those relationships to provide a significant number of programs for the community. Examples are One Book One Community, health related programs, Silent Reading events, Children’s Summer Reading Program, French Film Festival, Family Wellness cooking program
• Seek out participation opportunities with local non-profit organizations
• A number of staff are currently members of a variety of non-profit organizations. Examples are Germans From Russia Heritage Society, FM Choral Artists, Master Gardeners.
• Additional opportunities will be evaluated as they become available
• Seek out organizations willing to co-promote the library’s resources with the organization’s activities
• The following organizations co-promote our events/resources: Fargo Cass Public Health; Plains Art Museum; Arts Partnership; Cultural Diversity Resources; City of Fargo; Fargo Parks; Gooseberry Park Players; Gasper’s School of Dance; The Spirit Room; Valley Reading Council; Fargo Public Schools; West Acres; Red River Market; Chamber; One Book One Community Partners; Therapy Pets of the Red River Valley

Public Comment
No public comment.

Next Board Meeting
The next regular Board Meeting is scheduled for Tuesday, September 17, 2019 at 4:00 PM.

The meeting adjourned at 5:00 PM.