August 15, 2000 Minutes
Board of Trustees
Fargo Public Library
Minutes August 15, 2000
Board Vice Chair Virginia Dambach called the meeting to order at 5:00 p.m.
Present: David Martin, Virginia Dambach, Betty Kerns, Ryn Pitts, Jean Rayl, Dave Davis, and Friends Liaison Bev Quamme
Order of Agenda
Davis suggested adding the downtown redevelopment plan under New Business. Martin recommended adding the Kaspari report and the letter received from the FPL Staff Committee under New Business.
Minutes
Martin asked to amend a sentence in the New Business section of the minutes for the July 18th meeting. He asked for insertion of the word “some” into a sentence. It will read “The performance review of the Library Director was viewed by some board members as having been previously completed.” Rayl also pointed out a typographical error in the Director’s report and suggested inserting the word “chart”. It will read “Davis responded that a different chart would be presented for the board’s consideration in August.”
Martin made a motion to accept the amended minutes. Rayl seconded the motion; the motion carried.
Director’s & Operating Manager’s Reports
Davis discussed a patron complaint that was addressed to the board. He said that he had failed to reach the patron by phone, but will change the way he handles complaints in the future by drafting a letter to the patron if he/she can not be reached by telephone. Davis reported that Joan England was on leave and that there was no additions or corrections to the Operating Manager’s report. Davis informed the board that it would have to give public notice of the new meeting time and there is nothing in the current bylaws that identify a procedure for changing meeting times. Davis, Briggs, and Quamme attended State Librarian Mike Jaugstetter’s funeral. Martin confirmed that England’s position is renewed on a monthly basis and Dambach said that England’s position is renewed monthly at Davis’ discretion as the library director.
Statistical Report
Davis discussed the planning grant saying that the income to pay for planning is not in the budget yet, but the FPL will have most of the money to do it. That was the Foundation grant that Davis wrote last year plus the 1999 FM Area Foundation income. That will cover all but a few thousand dollars. Davis reminded the board that Building Repairs and Janitorial Supplies would be transferred to the City of Fargo Buildings and Grounds department. These funds would, therefore, not be available to the FPL. Capitol Outlay money has been used for the outside bookdrop chute and 12 replacement folding tables for the meeting room. Adult print fiction has increased and Youth print fiction is stable for the year. Although the door count is down since 1999, there was no change from July 2000 compared to July 1999.
Friends of the Fargo Public Library Report
Friends Liaison Bev Quamme reported that the used book sale in July was successful in raising over $1600.00. Twenty-eight people volunteered their services by performing various tasks. Friend’s volunteers are meeting regularly to sort and organize book donations. At the September meeting, the Friends would discuss having an evening book sale in December. The next Friends meeting is scheduled for September 12th at 7:00 p.m. After the October 10th meeting, Friends will meet once every two months.
Margo Askin and Carroll Berntson will lead Book Talk, which is set to begin on September 8, 2000. There are currently 210 Friends members and $6,400.00 has been collected in 2000 membership dollars.
Trustee President’s Report
Dambach reported that she, Pitts, Mayor Furness, City Coordinator Pat Zavoral, City Attorney Gary Stewart, and Human Resources Director Dana Sue Buchholz attended a meeting to come to terms regarding specific roles and functions of the library board and the City of Fargo. Dambach submitted document outlines of discussions, informal agreements to date, and a Memorandum of Understanding of the City of Fargo and the Fargo Public Library. Pitts questioned the meaning of 3h on the Memorandum of Understanding which read “The Board of Directors will have the following duties: To recommend to the city the organizational structure to provide library services.” The board decided that Dambach would contact City Attorney Gary Stewart to ask him for clarification of item 3h so it is not open to misinterpretation.
Dambach said that Davis had offered to resign if he could negotiate a reasonable severance package with the City of Fargo, but that a severance agreement has not yet been reached. Martin made a motion to encourage the City of Fargo and Davis’ attorney to successfully conclude the negotiations. Rayl seconded the motion; the motion carried.
Dambach discussed phase two of the planning process by outlining the Preliminary Project Schedule by Meyer Scherer & Rockcastle, Ltd. She noted that the Mayor’s office suggested that a feasibility study would be helpful. Martin made a motion to encourage preparation and submission of a grant proposal to the FM Area Foundation/Alex Stern Family Foundation to continue with the long-range and facilities planning process. Kerns seconded; the motion carried.
Dambach reported that Gayle Chapman would continue to serve on the long-range planning process and Rayl also agreed to serve in the capacity of City Commissioner and FPL board member. Larry Boulger agreed to serve on the planning committee, but will not be co-chair in phase two. Dambach said there was some concern that the library planning process may be stalled due to combined lack of funding for the second phase and the press surrounding the FPL. Dambach proposed a win/win scenario or lose/lose scenario with the library director and his key managers. All would work together and win or dissention could continue and all will be dismissed for failure to meet their objectives.
Dambach discussed the Davis’ evaluation. The evaluation was conducted last spring, filed with the City of Fargo’s Human Resources, distributed to the press and discussed in the media, but the board did not accept the evaluation for filing. Both the Mayor’s office and the Human Resources department agreed that the evaluation is part of Davis’ personnel file. Kern asked why the board did not accept the evaluation. Dambach explained that there was disagreement among the board concerning some of the contents. Martin made a motion stating that although the previous board did not accept the evaluation, the process has been successfully concluded according to City of Fargo policy and the current board will accept it for filing.
Kern asked if the people who had objected to the evaluation had noted the reasons anywhere. Dambach had no knowledge of anyone submitting a dissenting opinion. Rayl stated that she felt uncomfortable making any moves regarding the evaluation because the City of Fargo is in negotiations with Davis’ attorney. Martin withdrew the motion.
Dambach said that the board doesn’t have to take any action because the evaluation is official. The next step for the board would be adopting a board priority document that will be the basis for Davis’ evaluations in 2001. Dambach distributed a list of suggested goals for Davis and said that the board should only evaluate Davis by the goals that the board sets. Martin moved to adopt the list of goals for Davis. Pitts seconded the motion; the motion carried.
Dambach reported that she had been contacted by Kaleidoscope and said that they are interested in cooperating with space arrangements in a new library or staffing and collection development for a children’s library in the new Kaleidoscope complex. Dambach proposed that Kaleidoscope present their concepts to Davis who would decide whether to bring it to the board or keep it at a staff level.
Dambach contacted Larry Boulger and Cathie Walstad regarding recognition of their board service. Boulger and Walstad will be presented with plaques at an undetermined fall event.
Continuing Business
FPL FY2001 Budget Request
Davis distributed a document that city Finance Coordinator Kent Costin prepared, which highlighted the changes that the City of Fargo made in the FPL 2001 budget request.
Trustee Training and Retreat
Dambach announced that the Trustee training retreat was scheduled for Monday, September 11th 2000 at 10:00 a.m. to 6:00 p.m. at the Radisson Board Room.
New Business
Central Circulation Desk
Davis proposed spending up to $3,000 to get an architectural plan to assess the feasibility of a centralized circulation desk. Davis said that the consolidated desk would free up six staff for other work. Martin asked how a centralized desk would affect the FPL lobby, community meeting room, and restrooms. Davis said that decisions would have to be made after the architectural plan was completed.
Kerns asked if Davis had plans for the space that is currently used by the Youth Services and Adult circulation desks. Davis said that more floor space would be gained. Martin asked how a centralized desk would work in terms of long term use of the facility. Davis said that the project would involve taking items out instead of rebuilding structures. Quamme asked Dambach to open the Citizens Forum for discussion and asked if the idea of a centralized circulation had been suggested and dismissed in previous years. Davis said that there was a plan in 1995 to build a centralized circulation desk in the lobby, but the plan did not include taking down the display case. Pitts said that her understanding was for the board to approve a plan, but not actually building the desk. Quamme stated that she thought that the centralized circulation desk plan was one of the sources for FPL dissention. Dambach said that she believed that from a functional perspective the centralized circulation desk was a good idea to remove duplication of duties in the Adult Circulation and Youth Services departments. Martin said he was willing to do the study, but would want to comment before the board approved any plan. Pitts made the motion to proceed. Kerns seconded the motion; the motion carried.
Downtown Redevelopment
Davis and England attended a downtown planning meeting and reported that there was discussion about a possible options and sites for the FPL. One option is to build onto the current FPL building and the other option is constructing a new library on the corner of NP avenue and 8th street. Dambach asked how the parking situation would be improved if the library stayed at its current location. Davis said that the idea of a parking ramp was discussed. Pitts suggested sending a letter to the downtown planning committee thanking them for thinking of the library. Dambach volunteered to draft a letter on behalf of the board.
Kaspari report & Staff Committee letter to the board
Dambach revisited Kaspari’s recommendations. Kerns asked if there was any procedure that allows staff to voice grievances to the board before filing a formal grievance with the City of Fargo. Dambach said that the board had decided not to insert itself into the City of Fargo personnel policies and grievances. Kerns said that listening to staff’s concerns may prevent the City of Fargo’s involvement. Dambach commented that she did not know if staff voicing concerns to a policy making board is appropriate. Pitts suggested getting a clear definition about what a board does and what a management structure does from the consultant at the board retreat.
Staff Committee letter addressed to the board
Martin commented that the letter shows that some of the FPL staff does not believe that conflict has been resolved and that the board has to find a way to put an end to the staff unrest. Dambach said that she had hoped for more concrete recommendations from Kaspari’s report. Pitts said that the report was virtually useless with poor methodology. Rayl stated that the board needs to decide if Davis can be effective under the circumstances of the FPL. Pitts said that she did not believe that Davis’ resignation would solve the problem and read an employee comment forwarded to her by a previous consultant, who was hired after director Nann Blaine Hilyard’s resignation. Rayl suggested contacting Human Resources Director Dana Sue Buchholz about suggestions for solutions. Dambach said that she would arrange meeting with Buchholz, Davis, and herself.
Citizen’s Forum
Maxine Hilburn commented that Pat Zavoral selected the Staff Committee members and charged them with responsibilities for a 90-day period. The Staff Committee letter, which was addressed to the board, was a report stating that rules had not been followed. She also stated that many staff appealed to individual board members for help and guidelines before the conflicts at the FPL became public. Hilburn said that conflicts became public because of the open meeting law and that no member of the staff went to the media. She said that the level of service has not been effected by the controversy.
Carol Sawicki asked if there was recourse for the FPL staff because civil service employees cannot strike and all employees are unlikely to quit.
Diane Briggs asked why the board has not communicated with the staff. Dambach answered that staff communicates through the director and the board communicates through the director. Briggs clarified that she is able to contact a City Commissioner or the Mayor, but cannot talk to the library board. Dambach said that the board had a different governing relationship. Rayl said that she believed that the library board had a duty to not necessarily side with individuals, but listen to all employees, not just the director.
Karen Kohoutek said that she as an employee finds it difficult being publicly criticized. She also pointed out that the grievance did not constitute sexual harassment, but was with merit. She also clarified that the staff was asked for opinions about Hilyard’s managerial style after she resigned from the FPL. As an Adult Circulation employee she and other staff have concerns about how customer service would be adversely effected if the centralized circulation were implemented.
Carol Sawicki asked if the board retreat was subject to the open meeting law. Dambach confirmed that the retreat was open to the public.
Greg Gilstrap asked for clarification of what Dambach had said was leaked to the press. Dambach said that she believed that Davis’ negotiations were leaked to the press.
JoAnn (Coste) Mikula asked what Dambach did not understand about the Kaspari report. Dambach said she understood the report, but thought that the report was simplistic.
Next Meeting
The next board meeting is set for September 19th, 2000 at 5:00 p.m. Dambach and Martin both noted that they would not be in attendance.
The meeting was adjourned at 7:15.
Respectfully submitted,
Rhonda Roesler