Library Board

Boards, Commissions & Committees

Fargo Public Library Board - July 16, 2019 Minutes

Regular Meeting: Tuesday, July 16, 2019

Board Members Present: Rachael Steenholdt, Mary Batcheller, Jan Ulferts-Stewart, Carlos Hawley Jr., Carrie Peterson, Whitney Oxendahl
Board Members Absent: Scott Beaulier
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.

New Board member, Whitney Oxendahl, introduced herself. Welcome, Whitney!

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

Minutes of June 18, 2019 Regular Meeting
Carlos Hawley Jr. made a motion to approve the minutes of the June 18, 2019 meeting. Mary Batcheller seconded the motion; motion carried.

Staff Report
Sunny Branick presented highlights from the library
Staff updates and Staff development activities:
• Kayla Birkholz & Sunny Branick attended the 2019 ALA (American Library Association) Conference in Washington, D.C. June 20th-25th.

Upcoming Events & Programs (a partial and incomplete list):
• Escape From Outer Space: Escape Room. Your mission, if you choose to accept it… come to the library to ESCAPE FROM OUTER SPACE! Zoinks! You’re trapped in space with only your wits to help you make it out of the Escape From Outer Space Escape Rooms! This program is modeled after the popular Escape Room concept. Pre-register starting on June 24 for these Escape Rooms to test your wits, save the galaxy, and make it back to Earth safely!
• July 22 at 11 a.m., 3 p.m., 6 p.m. – Main Library
• July 24 at 11 a.m., 3 p.m., 6 p.m. – Main Library
• July 26 at 11 a.m., 3 p.m., 6 p.m. – Main Library
• July 26 at 11 a.m., 3 p.m., 6 p.m. – Main Library
• July 23 at 10 a.m. – Northport Library. Take Me To Your Reader Storytime & Slime Craft. We are definitely not alone in the universe because we’ll all be together at this awesome alien storytime! After the stories, stay for an alien slime craft. It will be ooey gooey fun! This event is open to families with children ages 3 to 5. All materials will be provided and no pre-registration is required to attend.
• July 27 at 11 a.m. – Main Library. Star Wars Party. This summer, in a library not so far away… a Star Wars party is about to jump to light speed! If you are a Star Wars fan (if not, we will use the Jedi mind trick on you), this IS the party you’re looking for! Star Wars themed activities, crafts, and snacks will await those who are strong with the Force. And remember, “Do. Or do not. There is no try.” This event is open to families with children of all ages. All materials will be provided and no pre-registration is required to attend.
• July 18 at 2 p.m. – Northport Library. Watercolor Zodiac Constellation Art. Do you know your Zodiac sign? Learn more about zodiac signs and paint your sign into the night-time sky using watercolor paints. You will then be able to frame your artwork to take home. Pre-registration is required.
• Stomp Rocket. Participants will create their own paper rocket, and then launch it with a stomp pad! Will your rocket survive the trip and landing impact with its contents intact?! Presented by North Dakota Space Grant Program STEM Ambassadors. Geared towards kids ages 9-15. All materials provided. Pre-registration required.
• July 19 at 2 p.m – Main Library
• July 19 at 3 p.m. – Main Library
• Galaxy Slime. Fluffy, gooey, fun slime! Make your own colorful slime to take home! All materials provided. Pre-registration required. Register online or call 701.476.5978 for more info. Registration opens May 20.
• July 23 at 2 p.m. – Dr. James Carlson Library
• July 25 at 2 p.m. – Northport Library
• July 18 at 10 a.m. – Main Library. Introduction to Meditation. Learn how to quiet your mind and relax into breathing and resting in the present with Dawn Morgan, certified meditation instructor and executive director of the Spirit Room. Meditation is easy to learn and a great way to come back to yourself. Each session is 45 minutes in length. For meditation, participants can either sit in chairs, or if you prefer to recline, please bring a yoga mat or towel. These classes are recommended for adults and no registration is required.
• July 20 at 2 p.m. – Main Library. “Apollo 11” Movie and Discussion at Main. Join us to celebrate the 50th anniversary of the moon landing. Apollo 11 (2019, G) is a documentary featuring archival footage detailing the historic mission to the moon. Free popcorn will be provided. We'll have a brief discussion afterwards to share your thoughts on the movie or your memories of the event. No registration is required.
• July 21 at 3 p.m. – Drekker’s Bewhalla Patio (1666 1st Ave. N.). Silent Reading Party at Drekker's Brewhalla Patio. B.Y.O.Book (or pick a librarian selected title), order a refreshing beverage, and read together—independently. Enjoy the outdoors as you read uninterrupted on Brewhalla’s patio area. Fargo Public Library staff will be on hand to check-out books and provide snacks. No registration is required. Please Note: this event is for adults (21+).
• July 23 – Main Library at 6:30 p.m. Kombucha Workshop at Main. Kombucha is a lightly fermented tea that many believe to have health benefits. If you’ve never tried it or want to know more about brewing your own, this is the class for you. You’ll also be able to sample commercially-brewed kombucha. This class is recommended for adults. Registration is required and opens July 1.
Events for All Ages
• July 16 at 6:30 p.m. – Northport Library. Family Movie Night: E.T. (PG). Phone home and invite the family for a showing of everyone’s favorite extra-terrestrial. Popcorn and beverages will be provided. No pre-registration required to attend.
• Events for 2019 One Book, One Community reading project are set for this fall starting in September. Booklets and bookmarks listing all of the events, happenings, partnering libraries, partnering organizations, and sponsoring organizations will be available soon.
• The 2019 title is Fly Girls: How Five Daring Women Defied All Odds and Made Aviation History.
• An author visit with Keith O’Brien will be Monday, Oct. 28, at the Air Museum.
• The Friends of the Fargo Public Library are the major sponsor for this event series.

Notable Past events & programs (again, a partial list):
• July 1 – Why Isn’t Pluto a Planet? 114 attendees
• July 2 – Planet Hopping: A Steam Adventure. 52 attendees
• July 3 – Solar System Bingo. 89 attendees
• July 8 – Little Squirt Astronaut Training. 63 attendees
• July 5 – Family Movie: Ralph Breaks the Internet. 71 attendees
All Ages
• The Library had a booth at both the Police Department’s Community Picnic on June 18 and the Streets Alive! event on June 23. Both were well attended events and a great way to connect with residents and tell the library’s story.
• The Library had a booth at the July 13 Red River Market opening event.

Director’s Report
Director Tim Dirks referred the Board to his written report in the Board Packet. Jan Ulferts Stewart asked if we could try to partner with the local buses to offer free rides to the library once the construction for the sodbuster project begins. Director Dirks stated he would look into it.

Statistical Reports
The library had 37,828 registered patrons for the month of June. Attendance was down 6% year to date. Program attendance was up 23% year to date. Volunteer hours were down 10% year to date. Internet signups were down 15% year to date. Print circulation was up 2.95% year to date. Nonprint circulation was up 3.06% year to date. Total circulation year to date is 520,647 circulations.

The year is 50% lapsed while the budget is 46.18% expended. There was $1,750 in incoming donations. Expenditures of donations totaled $1,087. Revenue is at $26,399.67 year to date.

Friends of the Library Report
No Friends report.

Unfinished Business
No unfinished business.

New Business
Strategic Plan Update Part 1
Director Dirks presented a slideshow showing goals 1-3 from the Strategic Plan.

Strategic Plan Update Part 1: Goals 1-3
Goal 1: PROFESSIONAL & ORGANIZATIONAL: Increase staff capacity by providing training, increasing effective communication, and reviewing and evaluating policies and procedures.

Provide Training
• Develop, implement and evaluate supervisor training
• Management training currently being provided to all library supervisors through the City of Fargo
• Staff Development Team identified and provided training: “Building Effective Teams” and “Developing a Culture of Accountability” through The Village
• Develop, implement and evaluate interdepartmental training
• Designated Dept. Heads in the process of developing training videos to be available on City’s training platform. First video to be completed by the end of this month
• Develop, implement and evaluate training related to the library’s internal communication structures
• Internal Communication Audit Completed
• Internal Communications Team Currently Identifying Proposal
• Develop/adapt, implement and evaluate customer service training in relation to our dynamic environment.
• Serving Patrons with Disabilities Training Provided by Freedom Resource Center
• Staff Development Team currently Identifying Additional CS Training

Goal 1 Continued:
Increase Effective Communication
• Determine gaps in internal communications and knowledge about communication structures
• Internal Communications Team has surveyed staff.
• Develop strategies to overcome gaps and implement proposed solutions
• Internal Communications Team Currently Developing a Proposal
• Develop, implement and evaluate an emergency communications plan
• Plan Developed July 2018
• Admin Team Exercise Fall 2019

Goal 1 Continued
Review and Evaluate Policies and Procedures
• Identify barriers to library use and identify strategies to overcome those barriers
• Overdue Fines of Children’s Item Types Eliminated
• K-12 Electronic Resources Card Developed
• Physical Media Checkout Limits raised
• Internet Only Card Developed
• Audit procedures across the organization to ensure uniform service provision
• Circulation Managers Schedule Regular Meetings
• Circulation Managers Doing Cross Location Staffing
• Evaluate and adapt library processes and procedures to ensure they reflect patron-focused priorities
• Circulation procedures currently being evaluated by Circulation Managers
• Improved Web Calendar Currently Available

GOAL 2. PROGRAMMING: Improve patron satisfaction by refining program planning, implementation and staffing, including internal processes.

Refine Program planning
• Develop program proposal form
• Form Developed 2019
• Re-evaluate program evaluation options
• Form to be completed by end of 3rd Quarter 2019
• Develop yearly plan across children’s, teen and adult programming to create a clear and focused vision
• Initial Meeting Held 2018
• August 2019 Meeting Scheduled
• Develop a list of potential programming and outreach partners
• List Currently Developed and Being Updated

Goal 2 Continued
Refine Program Implementation
• Research technology that can facilitate information gathering
• Survey Monkey Account Created
• Continue remote programming and outreach with a potential focus on underserved populations
• Community Engagement Committee and staff are currently identifying and attending numerous community events such as:
• Native American Community Picnic
• Silent Reading Event Drekker Brewing
• Pop Up Play Day at West Acres
• NDSU Memorial Union Card Sign Up Event
• Police Picnic
• Red River Farmers Market
• Create opportunities to connect collections and services to programming
• Efforts need to be refocused

Goal 2 Continued
Refine Program Staffing, Including Internal Processes
• Develop a job description for an adult programming coordinator and request that position
• Position Scheduled for 2021 Budget Request
• Re-evaluate job descriptions and staffing structures as they pertain to programming
• Additional Librarian I Assisting with Teen Programming Development
• Job Descriptions Reviewed 1st. Quarter 2019
• Create time for program research, including regularly scheduled retreats
• Programming & Promotions Team Coordinating with Supervisors to Identify Programming Prep Time
• Children’s Department Provides Programming Prep Time

GOAL 3. COLLECTIONS & SERVICES: Develop collections and services by evaluating relevancy, identifying potential gaps, and exploring innovative opportunities.

Evaluate Relevancy in Collections and Services
• Identify underused collections
• Adult Literacy Collection Interfiled into Nonfiction
• Children’s Book Club In A Bag Collection Eliminated
• Magazines: Changed retention period to current and previous year, shifted back issues to periodical area at the Main Library
• Oversized Collection: Majority Incorporated Into Nonfiction Collection
• Teen Audiobook Collection Budget Eliminated
• Survey users on how they use collections and services, identify venues to connect
• Innovations in Collections & Services Team Currently Developing Internal and External Survey Methods

Goal 3 Continued
Identify Potential Gaps in Collections and Services
• Merchandise shelf appearance of collections, considering diversity within the community
• Internal Merchandising & Promotions Team Working on the Following Related Projects:
• Researching ways to encourage diversity, inclusion, and equity in displays
• Create “Don’t Want to Ask” Poster displaying the call numbers for tough/sensitive topics for all locations
• Create Template for “Reader’s Advisory” bookmarks and signs, that staff can easily fill with book suggestions for read-a-likes or special events
• Conduct audit of display spaces at all locations
• Identify additional more face-out displays areas
• Create one-question patron survey asking how patrons found the items they are checking out (how are patrons utilizing displays/catalogue searches/librarian help/browsing?)
• Develop techniques to evaluate local and regional publishers and/or self-published authors and resources
• Formal Evaluation Process for Local Resources Developed
• Educate staff on collection content, emphasizing promotion
• Internal Merchandising & Promotions Team in the process of creating Org wide guidelines for best practices in displaying items, restocking, and highlighting new items and display items for easy browsing and eye-catching appeal.

Goal 3 Continued
Explore Innovative Opportunities in Collections and Services
• Identify potential partners for new services and collections
• Formal Process To be Identified
• Assess non-traditional collections for community relevancy
• Wireless Hotspots
• Board Game Collection
• Children’s Board Game Collection
• Create formal system for library staff to propose new collections
• Internal Collection Proposal Form Developed and Currently Available

Public Comment
No public comment.

Next Board Meeting
The next regular Board Meeting is scheduled for Tuesday, August 20, 2019 at 4:00 PM.

The meeting adjourned at 5:05 PM.