November 23, 2004 Minutes
Board of Trustees
Fargo Public Library
Minutes of November 23, 2004
Present: Betty Kerns, Helen Levitt, Prakash Mathew, and Jean Rayl
City Commissioner: Linda Coates
Friends of the Fargo Public Library Liaison: Robert Mason
Director: Charles Pace
Staff Representative: Nancy Giere
Order of Agenda
Jean Rayl moved to approve the order of the agenda. Prakash Mathew seconded the motion; the motion carried.
Minutes
Helen Levitt moved to approve the minutes of October 26, 2004 . Prakash Mathew seconded the motion; the motion carried.
Staff Report
Nancy Giere reported the staff is continuing to enter data into the new system. The library was closed Sunday, November 21 to start entering data. Staff attended an annual mandatory safety training session November 19. Currently there is an opening in the Childrens Department for a Library Associate I vacated by Jessica Clark.
Directors Report
As reported, the library was closed Sunday, November 21 to enter data into Aleph. 800 new patrons were added to the system on Sunday. Today the database is unstable, but data entry will continue tomorrow. Next week the library will go live on Aleph. Once live on Aleph, the cataloging process will begin. Edie Discher is a part of the reference users group responsible for the OPAC unit development, or the online catalog, which is about ready to go. It will not have all of the functions it eventually will have, but basic searches will be available in the beginning.
The library card campaign has come to a close with 3,565 new registered borrowers. 8,000 to 10,000 replacement cards were exchanged and 3,000 goody bags were distributed to children. Melisa Duncan is preparing an application for the John Cotton Dana award through the American Library Association for excellence in public relations in response to our successful card campaign. Charles Pace will also write a letter to all school principals thanking them for their involvement.
Over 200 attended the pumpkin painting programs at the main library and Southpointe. The trim-a-tree open house program is coming up December 7. A Lemony Snicket program will take place December 29.
Statistical Reports
Usage statistics reflected a decline due to system migration. We are checking out materials for six weeks, so patrons are not renewing materials as usual. Also, we are limiting holds and interlibrary loan materials.
Through the end of October we have spent 80.29% of the budget. However, because of the additional part-time hours from system migration, we are overspent on our part-time budget. The collection development budget to date is 89% spent. Items are continuing to arrive from previous orders and we will have a fully expended materials budget.
The other services item includes our courier service and the feasibility study for Sullivan Middle School . No memberships have been expended for out-of-state memberships. Natural gas and electricity will be separated out for the 2005 budget. ODIN will be sending a final bill for the year shortly to expend that line item. Seminars and Conferences have not been spent out for this year. Board seminars are included in this line as well. Some line item surpluses will be held in reserve for over-time hours due to system migration.
Friends of the Fargo Public Library Report
A deluge of book donations has given to a need of sorting, shelving and boxing books in the Friends of the Fargo Public Library area.
Continuing Business
A. Discussion of election results
A new city ordinance will be read twice at the city commission meeting and approved to implement the new city sales tax. 10% of the sales tax proceeds will be set aside for future operations. Of the remaining amount, 69% will fund the main library, 23% the south side branch, and 8% a north side branch. The state tax office will be notifying retailers of the change.
A building committee has been appointed consisting of Linda Coates, Chair; John Cosgriff, City Commissioner; Helen Levitt; Herb Snyder; Mike Sebille, Friends of the Fargo Public Library member; Pat Zavoral, City Administrator; and Charles Pace. Currently the building committee is working on a request for proposal for architectural services. The recommendation of the committee is to have one architect for all three projects. It was also decided to start with the main library project first. Site selection tasks are still ahead. All feasible sites will be considered at the appropriate time. John Cosgriff was opposed to the sales tax issue to fund library facilities, but he is an asset to this committee with his financing knowledge and service commitment.
New Business
A. Discussion of possible capital campaign committee
Charles Pace proposed to solicit proposals from professional fund development organizations. No action will be taken at this time. The building committee should proceed as if the sales tax is the parameter for the project. When architectural renderings are available the board will discuss a soft capital campaign organized locally.
A visual display will be added to the lobby of the library with a suggestion box to engage people in this process. Charles Pace will also provide parameters to the board on what to look for in other libraries as they travel to other communities.
B. Approve 2005 holiday closing calendar
Jean R ayl moved to approve the holiday closing calendar adding the closing date of January 2. Helen Levitt seconded the motion; the motion carried.
C. Review and approve 2005 board meeting schedule
A board retreat is scheduled January 28 and 29. Helen Levitt moved to approve the 2005 board meeting schedule. Prakash M athew seconded the motion; the motion carried.
Public Comment
Helen Levitt wanted clarification on our replacement library card policy. Currently the $1 replacement fee for lost cards is waived as we convert to the new card design. Normally if a card is worn, the card is replaced for free.
Next Board Meeting
The board decided to not hold a December meeting. The next board meeting will be held January 25, 2005 , at 4:00 p.m.
The meeting was adjourned at 5:00 p.m.
Respectfully submitted,
Monique Andresen