October 28, 2003 Minutes
Board of Trustees
Fargo Public Library
Minutes of October 28, 2003
Present: Board members Betty Kerns, Prakash Mathew, Helen Levitt, and Virginia Dambach
Library Director Charles Pace
Staff members: Nancy Giere, Maxine Hilburn, Beth Postema, Diane Briggs, Ann Miller, Monique Andresen
Order of Agenda
Helen Levitt made the motion to approve the order of agenda with the addition of van 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 September 16 and September 29. Virginia Dambach seconded the motion; the motion carried.
Staff Reports
Nancy Giere gave the staff report. 44 teachers attended a Tips for Teachers workshop held October 9. Another highlight of the month was the young adult poetry workshop and poetry slam. Again this year, our pumpkin decorating night was a success with 111 attending at the main library and 65 at Southpointe.
Maxine Hilburn commented on the Collection Development Team activities for the year. As of October 22, the materials budget was 87% spent.
Instead of an approved vendor list, we now have a preferred vendor list. If we know of a title that should be added in our collection, we will look first to the preferred vendors. If we can not purchase it from one of them, we will then look elsewhere.
There is now a book case in the staff room to house our professional development materials. Staff will have better access to the materials in this location.
Weeding of materials is progressing to help with the transition to the new system. An inventory will also take place in November and December. This is part of the preparation process to migrate to the new Aleph system by Ex Libris.
Selectors for next year have not been determined. Charles Pace is evaluating the process and may centralize collection development for next year.
LSSI Management Report
Goods and services purchased under $25,000 require only three quotes to make decisions. The professional services limit is $15,000; anything more than that would require a formal request for proposal. Three of the five proposals fall under the $15,000 limit, so Charles Pace is comfortable moving forward with selection.
The conversion to the new Aleph system is well under way. Staff can view and search our records as they will appear in the new system. As they do this, they are reporting any errors they may find. Conversion will be complete by August 2004.
North Dakota Library Association conference was hald September 26-29. Beth Postema presented a program on intellectual freedom. Ann Miller presented a program on how to create your own library newsletter. Lori West was elected secretary of the new members roundtable and Charles Pace was elected chair of the public libraries section. Diane Briggs also ran for president, but Marlene Anderson, a librarian at Bismarck State College, won by a narrow margin.
Dr Stephen Timm presented his second part of the Meyers Briggs workshop on October 3. He promoted different communication strategies that may be more effective among different personality types.
Erika Wittlieb of the Foundation Center presented a workshop to both staff and public on using and searching Foundation Center materials.
Chris Olson, Executive Director of Cooperating Libraries in Consortium, facilitated a discussion on customer service focused in libraries.
New paperback racks have been ordered and installed at Southpointe.
Jeremy Schroeder has joined the staff as a part-time library assistant at the adult circulation desk. Cindy Peterson has joined the staff as a part-time library assistant in the children’s room. Welcome to the library.
Statistical Reports
Library card registrations increased 44% compared to September 2002. Total number of registered borrowers has exceeded 47,000 for the first time. Total door count for the month decreased 2% from last September, however year to date reflects an increase of 30%. Electronic activity increased 33% and internet activity increased 22% in September compared to September 2002. Total circulation increased 17% as compared to September 2002 and 20% year to date.
Friends of the Fargo Public Library Report
There is a balance of $6,800 in the checking account. Chairs will no longer be sought for purchase as the meetings for the Friends of the Fargo Public Library will now take place in the meeting room. Several requests came from Youth Services including kid-sized chairs and tables, a popcorn machine, and coolers totaling $1,700. The requests were approved.
The shelves have been rearranged to give more space to the Friends for upcoming book sales. The next book sale is scheduled December 4 for members only from 4p.m.-6p.m. The public sale is scheduled December 5 from 4p.m.-6p.m. and December 6 from 10a.m.-5p.m. The Friends will advertise more for this sale.
Continuing Business
A. Hiring Committee Report – Appointing of Library Director
Betty Kerns, Virginia Dambach, and Helen Levitt met with Dana Sue Busch to review the applications for Library Director. They recommend hiring Charles Pace. Virginia Dambach moved to extend an offer to Charles Pace. Helen Levitt seconded the motion; the motion carried. Charles Pace will start November 3, with a six month evaluation and probation for the first year. He will be paid at step 5 in accordance with the city schedule.
B. Review applicants and select consultant for Facilities Master Plan
Helen Levitt moved to instruct Charles Pace to contact Himmel and Wilson and Professional Library Consultants to ask them what they are willing to do as far as adding a survey while remaining under $15,000 within one week. Virginia Dambach seconded the motion; the motion carried. Helen Levitt will meet with Charles Pace to conference with the consultants.
C. Van Discussion
Diane Briggs spoke with the Teamsters regarding a van donation. They would be willing to look at a request in 2004 for the 2005 calendar year.
New Business
A. Request to extend parking lot limits from one hour to two hours
Helen Levitt moved to change parking lot limits from one hour to two hours. Prakash Mathew seconded the motion; the motion carried.
Public Comment
There is no public comment at this time.
Next Board Meeting
The next board meeting will be held on Monday, November 10, at 7:00 a.m. Future meetings will be November 25, and December 16, all at 4:45 p.m.
The meeting was adjourned at 5:50 p.m.
Respectfully submitted,
Monique Andresen