April 22, 2003 Minutes
Board of Trustees
Fargo Public Library
Minutes of April 22, 2003
Present: Board Members Betty Kerns, Prakash Mathew, Virginia Dambach, and Helen Levitt
Library Director Charles Pace
Staff Members: Monique Andresen, Beth Postema, Karen Kohoutek, Sandy Boutain, Diane Briggs, and Friends Liaison Bob Mason
Order of Agenda
Helen Levitt made the motion to approve the order of agenda. Virginia Dambach seconded the motion; the motion carried.
Minutes
There are no additions to the minutes at this time. Helen Levitt moved to approve the minutes of March 25. Prakash Mathew seconded the motion; the motion carried.
Staff Reports
Karen Kohoutek gave the staff representative report.
Sandy Boutain reported on the technology team. The print and access management software installed in December, VendPrint, is running smoothly. Patrons are now required to have a library card in order to use the computers at the library. Printing fees collected have increased compared to the honor system in place previously.
The library applied for a Beaumont Grant, requesting twelve new laptop computers and a color laser printer to replace the older computers. We received a Fargo Moorhead Area Foundation grant of $1,500, which partially funds a Macintosh computer lab for the youth services area. Other granting opportunities are being researched to complete the funding for this lab.
A test server is set up in the reference office for the new Ex Libris system, which will replace the Pals system currently used.
The web site is in the process of being redesigned. A consultant hired by the City Of Fargo will design the main page. The address is www.ci.fargo.nd.us.
LSSI Management Report
Frank Pezzanites written response was received April 21 and distributed at the board meeting.
Work is continuing on the new Ex Libris system planning. Edie Discher will be attending several meetings in Grand Forks over the next few months.
A link to the Fargo Public Library web site is now in place on the Norwegian National Library web site in Norway. This was a result of an interlibrary loan request of a patron for some Norwegian language materials. When Pam Strait contacted the National Library in Norway regarding this request, they not only agreed to loan the material, but also offered the link on the web site.
The library hosted a Readers Advisory workshop facilitated by Jim Pletz of the Chicago Public Library, made possible by LSTA grant funds. Area librarians from across North Dakota took part in the workshop focused on readers advisory and starting your own book discussion group.
The library also hosted a series of workshops planned by the North Dakota State Library. Topics included grant writing, library advocacy, and public relations. Sandy Boutain, Diane Briggs, and Ann Miller from our staff attended these sessions.
Nancy Giere, Denise Matulka, and Cindy Wray attended a three-day conference in Bemidji regarding childrens service issues.
Library Newsletter:
The library planned programs in conjunction with National Library Week April 7-11. The USA Patriot Act workshop on April 7 was attended by 39 people and received significant coverage in the local press. Other programs included gardening, poetry, paper pop-ups for children, and our annual Patron Appreciation Day.
Childrens author and illustrator Margie Palatini will visit the Fargo Public Library downtown April 22. She is the author of Piggie Pie and Zoom Broom. A future release, Broom Mates, is the third book to feature her Gritch character.
Volunteers at the library are always appreciated. Our staff will serve a volunteer appreciation luncheon to our outstanding volunteers April 29.
Board Workshop:
Charles Pace included copies of various policies taken from the Montana State Library web site. Topics include new board member orientation, library planning, and hiring/evaluating the director. Pat Wagner recommended Montana as having exemplary information available on its web site. Prakash Mathew and Charles Pace have been working on amending the bylaws and a code of ethics for board members. These drafts have been included in the packet.
Southpointe News:
The library received a check for $1,589 to pay for the cost of replacing the damaged book drop at the Southpointe Branch. With the great demand in that area, the library will take this opportunity to purchase a larger book drop than originally planned. Currently, the book drop often needs to be emptied twice on days the Southpointe Branch is closed.
The Southpointe Branch now has VendPrint Internet management software in place. This will insure equity in terms of computer usage for library patrons.
Statistical Reports>
Door counts increased 49% compared to March 2002. This includes a 30% increase in the Main library. Print circulation increased 12% from last year and non-print circulation increased 42%. Total circulation increased 18% compared to this time last year. Electronic usage continues to show increases as well. Charles Pace would like to thank the staff for their hard work in making this possible.
Friends of Fargo Public Library Report
The Friends of the Fargo Public Library had a large sorting session April 7 and met April 8. The account balance was $8,821 and membership was at 193. The April book sale raised $1,265 in books, $72 in book bags, and $160 in memberships. 72 book bags were ordered at a cost of $6 each to be sold for $8 each starting at the book sale in April.
It was agreed the mission statement would be taken care of by article two of the bylaws, which states the purpose. The nominating committee convinced those due to leave office to serve another year.
No funding requests were received at this time. The Southpointe Branch First Anniversary is being planned and the Friends would like to be involved financially. A request was made for a set of encyclopedias for the jail. If a set was available after the book sale in April, one will be given to them. Another request came from a school librarian in Sheyenne who has a budget of $500. She will buy books at the book sale rate later this month.
A street fair display ad will be taken for the cost of $200 to emphasize Friends membership and the July book sale. The Friends will also produce some bookmarks.
Continuing Business
A. Discussion of charge to facilities planning committee
This committee would decide what to do with the main building and south side location. Working with the architect, the committee would bring a report back to the board including a budget. Richard Moorhead is willing to serve as the technical advisor for this committee. A representative from the city such as Pat Zavoral would tie our plans with the city plans for this area. August is the target period to put this committee in place to create a plan for fiscal year 2005. Virginia Dambach will research recommendations of a feasibility study.
Minnesota State University Moorhead professors have been commissioned to survey the community on the north side as well as the main library and Southpointe Branch patrons. The survey results will be presented in June.
New Business
A. Discuss and first reading of proposed amendments to bylaws
This constitutes the first reading of the proposed change to the bylaws. A vote will follow the second reading at the May Board of Directors meeting.
B. Discuss and approve proposed Board Code of Ethics
This proposal is tabled for further study and discussion at a later date.
C. Discuss and approve proposed Director/Board Relations Policy
This proposal is tabled for further study and discussion at a later date.
D. Preliminary discussion of FY 2004 library budget
Charles Pace suggested additional full time staff be requested next year to compensate for the increased circulation and door count statistics.
Public Comment
There is no public comment at this time.
Next Board Meeting
The next board meeting will be held Tuesday, May 27, 2003, at 4:00 p.m. in the meeting room.
The meeting was adjourned at 5:20 p.m.
Respectfully submitted,
Monique Andresen