March 21, 2000 Minutes
Fargo Public Library Board of Directors
Minutes of March 21, 2000
President David Martin called the meeting to order at 4:00 p.m.
Present: David Martin, Larry Boulger, Virginia Dambach, Cathie Walstad, Ryn Pitts, Dave Davis, Erv Inniger, Friends Liaison Bev Quamme
Order of Agenda
Walstad made the motion to move the FPL Director Evaluation to the first item under Continuing Business. Boulger seconded the motion; the motion carried.
Minutes
Pitts asked for clarification of the minutes from February 15th, 2000, of whether FPL staff knew where to find the grievance procedure policy and where she, herself, could find a copy. Davis replied that he believed the policy was in the City of Fargo Personnel Manual. Pitts asked Davis if he was comfortable that all employees know how to properly file a grievance; Davis said that he couldn’t be sure since there had been no continuing education on the subject. Martin questioned if there was an orientation at the FPL or City Hall for new employees where the grievance policy is discussed. Davis said no. Walstad suggested that every employee have a policy manual while employed at the FPL.
Quamme made a correction of the minutes from February 15, 2000 to be amended in the section under the Friends Report to read “on April 13th a panel discussion will be held.”
Boulger made the motion to approve the minutes of February 15th, 2000, with the correction and clarification. Pitt seconded the motion. The motion to approve the minutes of February 15th, 2000 carried.
Statistical Reports
Davis reported that total circulation is up 3% and the total print circulation had 0% change. Although the Bookmobile statistics were down by 25%, Davis noted that the decrease was due to the Bookmobile visiting schools during the annual testing days. Overall, the Bookmobile statistics are higher for the beginning of 2000 than for the beginning of1999.
Davis said that he will suggest to JoAnn Coste that a percentage column of the monthly changes be added to the Statistical Reports for accurate month to month information. He will also discuss regular telephone and regular utility costs with Coste upon her return from vacation.
The capitol outlay indicated that the FPL will receive an extra $3,795. However, the drive-up book drop is leaking and the estimated cost of repair is $2,200. The FPL has expended 13% so far in 2000, which is under the estimated 16 2/3%. Martin questioned Davis about the costs for ODIN and asked whether the amount seemed higher because of the way the FPL makes payment. Davis said that he believed that was reason.
Walstad made a motion to accept the Statistical Reports. Boulger seconded the motion; the motion carried.
Director’s Report
Davis commended Maxine Hilburn for her leadership in the Youth Services department.
The fire department did a fire inspection March 20th, 2000. It was noted that the library must replace missing junction box covers and make sure there is a set of keys in a lock box by the back door. The Literacy Leader position closes on March 24, 2000. Tom Dolan said he would help interview candidates for the position.
Walstad commended JoAnn Coste for her 30 years of employment at the Fargo Public Library.
Friends Report
Friend of the Fargo Public Library met March 14, 2000. They have 177 household memberships, 36 volunteers, and $5,305 in membership monies. In the Treasurers Report it was indicated that there is balance of $11,333.83. At the Creative Word panel on April 13, 2000 the Friends are giving $50.00 honorariums. Janet Geston contacted Quamme requesting permission for Devin Mogck, Dave Davis, Larry Boulger, and Gale Chapman to meet with the Friends at the April 11th 2000 meeting, regarding the long-range facilities planning process. Dambach and Dick Ditman appeared at the March 14th Friends meeting and presented a detailed formal request for funding in the amount of $3,778 for the Centennial Celebration; their request was approved. Other requests that were approved at this meeting included $1,000 to Youth Services for the Summer Reading program, $507.50 for 150 canvass bags that will be used for the adult Summer Reading Program, and 180 for the book page tabloid. The Friends granted a total amount of $5,465.50 at the last meeting.
Continuing Business
6d. Dambach and Pitt discussed the FPL Director Evaluation. Dambach remarked that all the evaluation forms were returned, reviewed, and then summarized into an eight-page document. They met with Davis to discuss the responses. Davis, Pitts, and Dambach all signed the evaluation; it is on file in the City of Fargo personnel office. The City of Fargo’s policy for people who work for boards is to evaluate and file the report with the City of Fargo. Since the City Attorney does not want the board to have a closed meeting to discuss personnel, the Board is encouraged to review the document at the City Personnel Office. Dambach remarked how the summarization process has a tendency to give an average, muting the highs and lows. If this process is not satisfactory, she has samples of eight different library evaluations from the American Library Association. Pitts commented on the polarity of the spread of observations and acknowledged that all the comments submitted were important. Boulger commended both Dambach and Pitts for work on the Director evaluation process. Dambach distributed a set of goals as criteria for the Directors’ next evaluation. The goal sheet was compiled based on suggestions received from this year’s evaluation. Others were added from the meeting that Pitts and Dambach had with Davis. Dambach commented that to best assure the kind of performance and leadership desired of a Director is to provide that person with goals and guidelines. She also said that the Board should decide on next year’s goal issues. Dambach said that Davis and Board members could contact her by March 31, 2000, if they have any suggestions for the Library Director Work Goals sheet. Inniger suggested that a copy of the goal sheet go to Zavoral. Walstad asked if the implementation of a policy manual for every employee could be put on the Director goal sheet. She suggested that Davis and the Board research the topic and eventually provide each FPL employee with a policy manual and to decide whether this may be put on the Davis’ goal sheet. Dambach agreed to add “research and develop library personnel policy manual” to the goal sheet. Inniger suggested that the City Attorney be consulted since the lack of a consistent Human Resource Director has been an issue for the City of Fargo. Inniger also added that he thought it would be appropriate for someone to review with the City of Fargo and Zavoral to make sure that a separate personnel policy for the library is permissible.
Dambach said that as far as the City of Fargo is concerned, the evaluation of the Director is completed and filed, however, the Board’s evaluation is an ongoing process. Quamme asked if only the Board was allowed to see the completed Director evaluation. Dambach’s response was that Zavoral should be contacted for that information.
6a. Boulger discussed the long-range facilities planning process. He reported that a sub-committee, lead by Gale Chapman, was formed to focus on Fargo’s library needs. Chapman has been in contact with Moorhead, Cass County and surrounding communities to find out whether they and the FPL can cooperate not only with the physical part of the planning, but also with library services. Boulger commented that the timeline given to the consultants and the sub-committee is expedited and that all the time will be needed to complete the planning process. Martin asked if the present timeline is sufficient to complete the project. Boulger replied that he expects positive results from research and proposals and believes it can be done within the allotted time. He also said that he doesn’t think that the communication and coordination with surrounding communities will impede the process. Martin inquired as to how the Board could facilitate the planning committee’s progress. Boulger said that having Board members present at planning meetings is helpful.
Davis added that the planning committee has the Commission Chamber reserved for April 27th, 2000 for the next public meeting. Davis is trying to get George Lawson to have the plan ready for review on Monday, April 17th, 2000, to inform the Board and the community before the public planning meeting.
6b. Dambach reviewed the Centennial Celebration progress. The first exhibit is displayed in the main reading room, lectures have been scheduled, and 10 street banners have been ordered. Diane Briggs and Steve Hubbard are finishing work on the history of the library, services, and the changes in media. Dambach thanked the Friends for granting the amount $3,778.00 for the Centennial. The Forum is doing a major supplement on library services on Sunday, May 7th, 2000. Dambach encouraged Board members to submit a personal advertisement congratulating the library. North Dakota Public Radio is hosting a series of reports on library-related news and information, which includes the Planning meeting.
Inniger suggested that an advertisement be given to all the department heads to inform their employees. Pitts asked if there would be Centennial posters for sale to the public. Dambach wasn’t sure that there would be anything in print that would be of quality for sale. There will be no charge for anything with the exception of the food supplied by venders. Inniger suggested a Friends of the Fargo Public Library donation box for contributions from the public.
6c. Davis noted the schedule for continuing education has been changed and he distributed a new schedule to the Board. He recommended that the FPL be closed to the public on Friday mornings until 11:00 a.m. during the school year. Davis outlined the continuing education schedule and discussed funding for continuing education, indicating that funding would be available. Dambach made a motion to authorize the change in hours and seeking the funding to pay for continuing education. Boulger seconded the motion; motion carried.
Walstad raised the issue of the Literacy Leader position, discussing the contract that the FPL has with the Literacy Coalition of the Valley. She asked if the contract would be in jeopardy with the open 20 hour Literacy Leader position. Davis said no.
New Business
The City of Fargo has asked the FPL to submit a request for additional staff by April 1, 2000. Davis submitted the additional staff request, which is ranked in order of priority, to the Board. There are nine requests: 4 full-time and 5 part time, which Davis estimated the total cost as $170,000. When questioned if the Public Relations Librarian would be a Reference librarian, Davis explained that a Public Relations Librarian I would possess a Bachelor’s degree and be mainly responsible for public relations, media contacts, public presentations, and public speaking for both Youth and Adult services. Pitts asked how many librarians at the FPL currently have a Master’s degree. Davis said that there are 4 including him. Boulger inquired if other fiscal and budget notes will be forwarded with the additional staff request on April 1, 2000. Davis said yes. Pitts made the motion to submit the additional staff request to the City of Fargo. Dambach seconded the motion; motion carried.
Walstad suggested taking a positive stand concerning an Internet filtering policy and procedure. She suggested putting the subject on the agenda at a future meeting. Dambach clarified that Walstad meant having Davis bring some more research and information so the topic may be discussed further. Walstad agreed with Dambach’s clarification saying that she would feel comfortable having a policy in place before the FPL is confronted with the issue.
Citizen’s Forum
There were no questions or comments from any citizens attending the meeting.
Next Meeting
Walstad recommended the Board to change the next meeting date so all members may attend. Davis urged the Board to consider changing the meeting time from 4:00 p.m. to 5:00 p.m. Pitts suggested that the change of meeting time not take place for a few months to allow members time to change their schedule. The Board agreed to submit their schedules to Rhonda Roesler so she may set up the next meeting.
Quamme encouraged all members to attend the Friend’s Creative Word meeting on April 13th, 2000.
The meeting adjourned at 5:20pm
Respectively submitted,
Rhonda Roesler