May 27, 2003 Minutes
Board of Trustees
Fargo Public Library
Minutes of May 27, 2003
Present: Board Members Betty Kerns, Prakash Mathew, and Helen Levitt
Library Director Charles Pace
Staff Members: Monique Andresen, Beth Postema, Nancy Giere, Diane Briggs, and Friends Liaison Bob Mason
City of Fargo: Director of Human Resources, Dana Sue Busch
Order of Agenda
Helen Levitt made the motion to approve the order of agenda with the addition of budget discussion under continuing business. Prakash Mathew seconded the motion; the motion carried.
Minutes
There are no additions to the minutes at this time. Prakash Mathew moved to approve the minutes of April 22. Helen Levitt seconded the motion; the motion carried.
Staff Reports
Nancy Giere gave the staff representative report. Denise Matulka resigned from her position as Youth Services Librarian. One volunteer resigned and two other volunteers started this month.
Dana Sue Busch, Director of Human Services, discussed policies related to discipline, grievances, and problem resolution. The city policy manual is on the intranet site available to all employees. The civil service commission is available to employees who have been employed by the city for a year to appeal any disciplinary action. The four civil commissioners are appointed for three-year terms. Because of these extensive policies, Dana Sue Busch does not recommend an additional library policy covering these issues. Charles Pace will communicate these policies and procedures to the staff at the next staff meeting. Dana Sue Busch also emphasized communication. Conversation going up and down is the only way to get through any situation. She also encouraged any employee who needs to visit with human resources the door is always open. A human resource representative is available to give overviews on policies for future staff meetings. Charles Pace also stated he has an open door policy and encouraged issues to be brought to him.
LSSI Management Report
The library staff continues to prepare for the ExLibris system. Edie Discher attended training in Grand Forks on May 13-16 and additional training is scheduled in the near future. Staff training on various modules of ExLibris is expected to begin later this year.
Charles Pace attended an ODIN Advisory Council meeting in Minot on April 24-25. Much discussion was regarding the current state budget situation and the negative impact it is having on many of the academic libraries in the state. The next ODIN Advisory Council meeting will be in Grand Forks in October.
Dr Stephen Timm administered the Meyers-Briggs personality test to library staff May 2. Dr Timm will return in September to do a follow up session.
The library newsletter received honorable mention in its division of Best of Show awards given annually in twelve different categories by the American Library Association. Congratulations to Ann Miller for all of her hard work on the library newsletter.
Library Newsletter:
An additional Fargo Public Library book return is now available located in the 200 block of Third Street North near the city payment center outside City Hall. A new book drop has been ordered for the Southpointe Branch and should be installed soon.
Community Survey:
2,000 community surveys have been distributed to residents of North Fargo. They are also being distributed to library users at main and Southpointe Branch. About 400 responses have been received from the north side residents. They would like 500 responses to get a statistically significant sampling.
Southpointe News:
To prevent paint chipping on the childrens area railing, R&S Industries has been contracted by Buildings and Grounds to fabricate a flexible plastic covering to go over the top of the railing.
Statistical Reports
The April financial statements indicate 67.7% of the budget left and we are one third of the way into the year. The library continues to do very well in terms of usage. Total circulation increased 20% compared to April of last year.
Friends of Fargo Public Library Report
No regular meeting was held since the last board of directors meeting. There was a meeting regarding a Macintosh computer lab in the youth services area. Bev Quamme urged them to propose a funding request to the Friends.
June 17 at main and June 18 at Southpointe Friends will be selling lemonade at a program.
The first shipment of book bags has been sold and additional bags have been ordered.
To date there are 211 members and an estimated balance of $9,000.
Continuing Business
A. Second Reading and approval of proposed amendments to bylaws
Prakash Mathew moved to approve the amendments to bylaws as written. Helen Levitt seconded the motion; the motion carried.
B. Budget
The outline for the fiscal year 2004 budget suggested keeping non-personnel operational line items flat. The budget hearings will be held June 11-18, which is before the next regularly scheduled board meeting. A special meeting is scheduled Wednesday, June 4, at 12:00 p.m. in the meeting room to discuss the budget.
New Business
A. Discuss and approve proposed Outreach policy
Helen Levitt moved to approve the Outreach policy as written. Prakash Mathew seconded the motion; the motion carried.
B. Discuss and approve Young Adult collection development policy
Prakash Mathew moved to approve the Young Adult collection development policy. Helen Levitt seconded the motion; the motion carried.
C. Discussion of letter from Mr Robert Sutton
A policy regarding law enforcement inquiries is scheduled for discussion at the next meeting June 24. This policy will not be posted, but will be available to our patrons as any other policy.
D. New FPL Incident Report Form
A new incident report form has been developed and implemented. A copy was included in the board packet.
Public Comment
There is no public comment at this time.
Next Board Meeting
The next board meeting will be held Wednesday, June 4, 2003, at 12:00 p.m. in the meeting room.
The meeting was adjourned at 5:05 p.m.
Respectfully submitted,
Monique Andresen