January 28, 2003 Minutes
Board of Trustees
Fargo Public Library
Minutes of January 28, 2003
Present: Board Members Betty Kerns, Prakash Mathew, Virginia Dambach, Jean Rayl, and Helen Levitt
Staff Members: Library Director Charles Pace, Monique Andresen, Beth Postema, Nancy Giere, and Friends Liaison Bob Mason
Order of Agenda
Helen Levitt made the motion to approve the order of agenda, moving LSSI contract financial performance update from statistical reports to new business and including the meeting time change in continuing business. Virginia Dambach seconded the motion; the motion carried.
Minutes
There are no additions to the minutes at this time. Jean Rayl moved to approve the minutes of December 17. Virginia Dambach seconded the motion; the motion carried.
Staff Reports
Team work plans for 2003 were distributed.
Nancy Giere gave the staff representative report.
LSSI Management Report
Mid-December the library started to implement VendPrint, Internet and print management software. This allows us to monitor individuals who sign up for the Internet and keeps track of their time automatically. People are now required to prepay for print jobs, which has decreased printing significantly.
A contract was signed between ODIN and Ex Libris in December for the new OPAC system. Implementation of this new system has been postponed until 2004.
Our request for LSTA funds to create a homework lab for Youth Services was not funded. Denise Matulka and Ann Miller are rewriting this grant into a new package to submit to the Fargo-Moorhead Area Foundation.
Library Newsletter: Winter Read-a-thon started January 6 and runs through March 1. Readers of every age are invited to participate in the reading incentive program.
Dan Haglund is presenting an online programming series entitled Genealogy Online that examines family history research tools on the Internet. Four classes are scheduled starting January 22. The first session had a large number of participants.
Southpointe News: The Southpointe Branch is finally complete. Interior signage and artwork has been installed. Usage continues to be high with an average of 300 to 400 persons per day.
Staff News and Reports: Linnae Grabner-Hegg and Emily Millard joined our staff in adult circulation. You may recognize them, as they both were former employees. The two part time positions created this new fiscal year will be advertised and filled within the next few weeks.
Statistical Reports
The November Financial Expense Summary and December draft were distributed. Also distributed was the Open Accounts Payable Report as of December 31, 2002.
The door count for December increased 16% from December 2001. Total electronic activity increased 25% from December 2001. Total print circulation increased 20% and nonprint circulation increased 41% from December 2001. Total circulation increased 14% for the year. This is the second year with double digit increases in circulation.
Friends of Fargo Public Library Report
There was no January Friends meeting. The piano in the meeting room has been tuned. A sorting and shelving session took place January 14.
The next Friends meeting will be February 11.
Continuing Business
A. Board Development issues
Pat Wagner will be in Fargo March 11 and 12. She was looking at the possibility of presenting a session on March 11. Charles Pace will pursue a half day or full day session.
Ellen Miller is willing to negotiate down on the price of her services previously reported to the board.
B. Change in meeting time from third Tuesday to fourth Tuesday
Helen Levitt moved to change the bylaws to move the meeting time from the third Tuesday to the fourth Tuesday of the month. Prakash Mathew seconded the motion; the motion carried.
New Business
A. Review and approve revised Internet policy
Virginia Dambach moved to approve the Internet policy as written. Prakash Mathew seconded the motion; the motion carried.
B. Review and approve revised registration policy
Helen Levitt moved to approve the Registration policy with the understanding that West Fargo Library, Grand Forks Library, and Lake Agassiz Regional Library (LARL) patrons are required to have a local library card or pay the non-resident fee. Internet only cards will be issued for $5.00 for a three month period. Virginia Dambach seconded the motion; the motion carried.
Virginia Dambach moved to set the non-resident fee at $20.00 annually. Helen Levitt seconded the motion; the motion carried.
Interlibrary loan policy will be reviewed next month to follow consistent handling of non-resident issues.
C. Discussion of future library strategic plan
Charles Pace distributed to Board members a position statement of future planning. One possibility is eliminating the bookmobile as more branches are planned in other areas of the city. A van may be acquired for other outreach opportunities.
The board discussed service points in other sectors of the city and the future of the main library building. Charles Pace will discuss the position statement with the mayor as a first step.
D. LSSI contract financial performance update
Charles Pace outlined the services that lapsed or were threatened within the last month. Accounts payable invoices are now current as of January 15. A significant amount of time is being used to follow up on bill payment issues. Frank Pezzanite, the president of LSSI, told Charles Pace he would issue credit or debit cards to replace the ones that were discontinued through the city. Charles Pace has discussed the issue of faxing the bills before we send them to LSSI to give them more process time. Invoices will be faxed starting next week.
Jean Rayl moved to give written notice to LSSI that within thirty days they clean the accounts payable situation, and provide a statement of unpaid accounts and financial statements a week before the monthly board meetings. If at that time there are unacceptable unpaid accounts payable invoices or financial information is not provided, at that point let this serve as a thirty day notice of termination for default. Betty Kerns will write the notice and communicate with Frank Pezzanite regarding the format of financial reporting to the board. Helen Levitt seconded the motion; the motion carried.
Public Comment
Policy and Procedure Manuals were distributed to board members.
The State Library contacted Charles Pace regarding their Coordinating Council. If the governor appoints him, he will serve on the state Coordinating Council.
Next Board Meeting
The next board meeting will be held Tuesday, February 25, 2003, at 4:00 p.m. in the meeting room.
The meeting was adjourned at 6:10 p.m.
Respectfully submitted,
Monique Andresen