Minutes Archive (2000 - Current)

May 16, 2000 Minutes

Fargo Public Library Board of Directors
Minutes of May 16, 2000

President David Martin called the meeting to order at 3:00 p.m.

Present: David Martin, Larry Boulger, Virginia Dambach, Cathie Walstad, Ryn Pitts, Joan England, Dave Davis, Friends Liaison Bev Quamme
Excused: Erv Inniger

Order of Agenda
Martin added a report by Dambach about a North Dakota State Library training workshop regarding library trustee training. This report is listed as the first item under New Business. Martin noted that the agenda of the meeting was prepared prior to Davis’ return from medical leave.

Minutes
Pitts made the motion that the minutes from the April 20th meeting be approved as read. Walstad seconded the motion; the motion carried.

Review Planning Committee Minutes for April 6, 2000
The Board reviewed the minutes from the Planning committee meeting on April 6th. The minutes were included to keep Board members up to date on what is happening with the long-range planning activities. Martin stated that these minutes were not for approval, but for the Board’s information.

Acting Director Report
England submitted a written report and updated the Board on library issues. The work on the fire main is almost finished. The sidewalk, street, and sod need to be repaired after the work is done. Finishing the project is contingent on the weather. Martin asked if the project is City or library expense. Davis replied that he thought the money was put into Bob Goetz’s budget. The bookdrop needs to be replaced because it had been vandalized. Randy Erickson has been getting bids for a replacement. The current bookdrop will do, but if there is inclement weather, materials could be lost. Martin asked if there was anything that could be done to prevent this from happening again and England said that many things have been tried to prevent vandalism. She also said that Bob Goetz would split the price of a new bookdrop with the library. Walstad asked what other schools are being considered for the literacy project. England said that since there has been a shift of where the refugee population resides, there is a possibility that the program will move from Madison school to Jefferson school. Madison will not be abandoned, but the shift in the population may cause an adjustment to the program.

Statistical Reports
Davis discussed the budget noting that it is 1/3 the way through the year and the Fargo Public Library has expended 28% of its budget. Davis reminded the Board that the budget report shows spending, but not the income of the library. He said that there has been successful grant writing on the income side. He discussed the ODIN system saying that the library has expended 39% of the funds and that spending on ODIN is on track. 93% of the airfare budget has been spent and there will be more expense because of this summer’s ALA travel costs. Davis stated that the budget didn’t indicate any lodging costs. He said it was possible that the lodging cost from Postema and Hilburn’s PLA trip could have been put into the airfare budget. Davis will meet with JoAnn Coste to see if that is the case. 35% of the postage budget has been spent. Davis said that spending is down from the same time last year.

He said that this expense should be watched because the library is now a Net inter-loan lender and the postal rate for two and three pound packages has gone up. Davis also discussed circulation, reporting that non-print acquisitions were up and mentioned that the Fargo Public Library also has DVD’s available to the public. Pitts asked Davis what the Board should look at to enhance their understanding of the budget and the statistics. Davis said that it is a compilation of things that give the Board an overall view of the how the library is running.

Walstad made the motion to accept the statistic reports. Boulger seconded the motion; the motion carried.

Friends of the Fargo Public Library Report
Quamme gave a summary of the annual Friends meeting held on May 9th, 2000. Friends representative Janet Geston and Planning co-chair Gale Chapman gave the Friends an update of the Planning process and welcomed them to attend the Planning Public meeting on May 23rd, 2000. Quamme reported that there are 190 memberships for a total of $5,775 in membership money. Some of this amount was received before January 1, 2000 and is recorded on the 1999 financial report. The treasurer’s report indicated that the Friends have paid out $3,394.80 in expenses and have a balance on hand of $9,245.17. News for the next Friends letter is due to Val Hanson by June 1, 2000. The Friends would like short articles from the Planning committee, a message from the Fargo Public Library Board President, a Director’s report, and a short summary about the Centennial Tent Event on the Green. Booktalk, which is on the second Friday in months October through April, will continue next year. Regional authors will be chosen for book selection. The Friends will have a booth on Friday, May 19th, 2000 at the Centennial celebration. There will be a book sale, mugs with the library logo, and fliers to promote the May 23rd, 2000 Public Planning meeting. Steve Stark will be hosting Author Jeopardy at the Centennial celebration. Participants will work alone or with a team on a variety of questions. The annual used book sale will take place during the Street Fair, which is July 20, 21, and 22. The library mezzanine is being considered as the location for that event. There was a staff request of 20 chairs for the meeting room. The Friends questioned if the money for the chairs should come from another source because the Friends usually fund projects and items such as displays, honorariums, and matching grant money. The motion of funding the 20 meeting room chairs was tabled; the issue will be revisited in the future. Margo Askin and Laura Williams left the Friends Board and were presented with certificates of appreciation from Friends President Gini Duval. Janet Geston and Mary Teske were elected as replacements for Askin and Williams. There were bylaw changes, which consisted of twelve members elected at large by the paid members at the annual meeting. All terms will be two years and Board members may serve up to three consecutive terms. A Fargo Public Library staff member, who is usually the Director, may serve as an ex officio member of the Friends Board. The Friends Board of Directors will meet at least six times yearly or as needed to be convened by the president. Quamme distributed a document, which is Article II from the constitution and bylaws of the Friends of the Fargo Public Library. Quamme read a statement from the Friends regarding library issues.

Continuing Business

Planning Process.
Boulger discussed the library service model report from George Lawson saying that he has gotten positive feedback from committee members. Boulger commended Gale Chapman, who is in charge of publicity, for her hard work. The committee has met with government agencies, surrounding communities, and a variety of groups to make sure that the Planning process is inclusive. Boulger invited the Board to attend the Planning meeting at 4:00 p.m. following the May 16th Board meeting and the public Planning meeting at 7:00 p.m. on May 23rd, 2000. Boulger said that George Lawson’s report was very well done.

England said that there are copies of Lawson’s draft that the public can check out. Pitts asked England if the public has checked out the report. England said that the draft was checked out immediately and has been consistently checked out.

Centennial
Dambach distributed a draft of the Centennial program and described the activities that will take place. Briggs said that the Fargo Women’s Group made a contribution of $100.00 for the event. All the supplies have arrived for the Centennial celebration. Dambach said that the Drive-by Read was successful. She and Martin thanked the North Dakota Public Radio for covering the Drive-by Read. Martin commended Dambach on her work on the Centennial activities.

Literacy
Margo Askin has been hired to fill the temporary Literacy Leader position. She has email, voice mail, and a workstation. Askin will be working with people at the Madison school. Martin invited Tom Dolan to comment on Literacy coalition and its progress. Dolan said he was thankful for how the program is progressing. He will be helping Askin with different duties and said that he hoped the Literacy Leader would become a half time, permanent position. England stated that Askin is presently working twelve hours a week. The Fargo Public Library is requesting that her hours be increased to 20 hours a week and that her position becomes regular in the 2001 budget.

Budget
England said that Kent Costin will meet with department heads June 14th, 2000 through July 7th, 2000 to discuss budget requests. He has provided a schedule that can be formally submitted in July. Martin confirmed the components of budget, which were personnel, operation, and capitol. Pitts asked if there were any parameters given for budget requests; England said no. Martin said that one factor in the budget may be the Planning process once the first phase and funds are expended. Davis said that he and England met with Lawson about what he would recommend for the next phase. The notes from the meeting with Lawson are in the fiscal 2001 Planning outline.

Brenda Kaspari
Dambach reported that Kaspari has completed her individual appointments and focus groups. Walstad asked if there could be clarification as to what the City of Fargo’s plan is concerning England’s position and Davis’ position. Walstad commented that Kaspari was hired to improve relations between the Director and the staff and that there should be an evaluation objective. Walstad stated that there should be a goal as to what will be different, by when, and how will it be measured and suggested that Kaspari assist in that process. Boulger asked if the Board members were scheduled to meet with Kaspari individually or as a whole to find out what kind of report she would generate. Dambach said that Kaspari was going to make a written assessment of the Fargo Public Library issues and offer suggestions to solve problems. Kaspari will provide a report in the form of a letter, which she will mail to each Fargo Public Library Board member. Each Board member will then meet with Kaspari individually. Martin said that the Board engaged Kaspari to meet with staff and do an assessment of internal concerns and did not know if interviewing Board members was a part of Kaspari’s assessment. Boulger asked if after Kaspari issues her assessment, she would make time to meet with Board members who wish to speak to her. Pitts suggested that after the staff assessment is completed, there could be a phase two, where the interviews would be extended to include the Board, former Library Director, and other employees of the City of Fargo. Walstad asked for help to amend Kaspari’s duties to include outlining solutions.

Dambach said that if Kaspari had recommendations, they would be directions for the Board to take. Pitts asked if Walstad meant that Kaspari would do Davis’ evaluation. Walstad said that Kaspari would be a good vehicle to deal with the internal problems at the Fargo Public Library in a positive way. Walstad also said that if the goal is to improve things between the staff and the Director, then the Board needs to know what will be different because of what Kaspari did, how will the progress be measured, and when to expect results.

At this time, Martin invited Mayor Bruce Furness to sit with the Board. Furness said he wanted to talk about functions of the City of Fargo and functions of the Library Board. Furness said that in this situation, goals, standards, and objectives that can be measured in the 90-day period are needed right away.

Furness did not think that the Board should wait for a progress report from Kaspari. Walstad asked how Davis’ job performance could be evaluated if he is not doing the job description. Furness said that some specific responsibilities have been assigned and Davis needs to understand exactly what is expected of him. Pitts asked if representatives from the Library Board and representatives from the City of Fargo could work together. Furness said that he thought that would be a workable situation. Furness said that his suggestion of duties to boards who are somewhat independent from the City is to hire, evaluate, and fire the director. The City of Fargo is responsible for the other employees. Furness said that the library staff is City of Fargo employees with City benefits and follow City policies. Furness distributed a discussion draft, which outlined the Library Board’s duties and the City of Fargo’s duties and highlighted the draft. The City Attorney needs to review the document and find out what the state law is concerning the functions of the library Board.

Walstad asked Furness if the other departments that have a board have legal protection. Furness did not know the answer to that question, but said that when public bodies are set up there is usually legal protection to those individuals. Walstad asked Furness to give examples of what would warrant termination. Furness said in the case of discipline, there is usually a progressive discipline pattern. Incidents are documented as they occur and the discipline is increased with each incident. Walstad asked if communication skills, organization skills, and management skills were things that the Board could deal with. Furness said that there must be documentation of incidents where those issues were a problem.

Pitts asked Davis if the discussion draft was a workable model; Davis said yes. Boulger asked if reprimanding or suspending the Director is the Board’s responsibility; Furness said yes. Furness stated that the City Attorney has not officially approved the discussion draft. After the discussion draft is approved, there would be a memorandum of understanding that the City of Fargo and the Board President would sign. Martin commented that in the 90-day period there are two Board members whose terms are expiring June 30, 2000. Walstad said that she would like to see an objective stated before she goes off the Board regarding what will be different, by when, and measurement in writing or binding it to the next Board. Dambach asked if Furness could articulate the 90-day plan for the Board. Furness replied that he could not and that Pat Zavoral would have to be present to outline the 90-day plan.

Dambach distributed copies of the Draft 2000-2001 Board Priorities for the Library Director. This document was created from suggestions from the Director evaluation and from the Board meeting on March 21, 2000. Dambach said that she did not feel as if the document is complete and that she thought that the Board had to articulate what the expectations are for not only the 90 days, but for the next year’s evaluation of the Director. England said that an organization chart of the current Fargo Public Library staffing has been redone with help from Postema, Hilburn, Jackie Lang, and Roesler and filed at the City of Fargo Human Resources department. Dambach requested a copy of the organizational chart to be included in the next Board packet.

Martin asked what immediate action the Board would like to take. Walstad asked Martin to remove himself from the Chair and help the Board formulate a statement or motion. Martin offered to make suggestions. He suggested that Pat Zavoral, Mayor Furness, Davis, Dambach, Kaspari and Martin meet to assess the current situation and make short term goals. The information from that meeting would be reported to the Board with a recommendation. Boulger asked if the draft 2000-2001 Board priorities for the Fargo Public Library Director will become goals and objectives for the Director; Martin said yes. Dambach clarified that the Board will do the long-range goal setting. Pitts asked if there would be another document drafted for the 90-day plan.

Davis said that he had a memorandum from Zavoral as to what the working relationship will be, but he didn’t believe that the memo had specific deadlines or a path. Davis said that he would ask Zavoral to send the memo to the Board members. Furness said that he didn’t believe that Zavoral’s memo was a detailed plan and that details need to be added to the document.

Walstad made a motion to allow Dambach and Martin to meet with Furness, Zavoral, Davis, and Kaspari to look at short-term operational activities and goals. The report will be brought to the Board after that meeting. Boulger seconded the motion; the motion carried.

Pitts asked if the employees that Kaspari interviewed were aware that their responses were public information. Dambach said that the individual interviews she conducted were protected, but said that Kasapri would be able to talk about the mass of information without identifying specific people. Furness said that Kaspari is aware of public access requirements. The Board thanked Furness for his cooperation and for attending the meeting.

New Business

Dambach report from a library board training session. Dambach said that she would like to talk about the training session at the next Board meeting.

England reported that the Fargo Public Library has been given a gift of a photograph of the U.S.S. Fargo in Venice, Italy during World War II. The photograph will go in the U.S.S. Fargo exhibit in the Library lobby. England has spoken with the Forum, which has expressed interest in using the photograph as a commemorative article on the ship. Patrick McMuldren, from Avon Lake, Ohio was on the ship from 1946-1947 and thought that the Fargo Public Library would like to have the picture.

Citizen’s Forum
Martin reported a message he received from a citizen who expressed concern about the parking at the library and the change of access to the bookdrop through the parking lot on the West side of the building. Martin was not been able to reach the citizen for further discussion. Martin commented that the Fargo Public Library cooperates with the City of Fargo’s buildings and grounds and traffic and engineering departments in terms of parking and vehicle access.

Next Meeting
The next Board meeting will be on June 20, 2000 at 4:00pm in the Fargo Public Library meeting room.

The meeting adjourned at 5:30 p.m.

Respectively submitted,
Rhonda Roesler