HomeMy WebLinkAbout2024 08.08 Library AgendaLibrary Board
City of Apache Junction, Arizona
Agenda
Meeting Location:
City Council Chambers
at City Hall
300 E. Superstition Blvd.
Apache Junction, AZ
85119
www.ajpl.org
P: (480) 474-8555
Doors are open to the public at least 15 minutes prior to the
posted meeting start time.
City Council Chambers6:30 PMThursday, August 8, 2024
A.Call to Order
B.Roll Call
C.Acceptance of Agenda
D.Acceptance of Minutes for May 16, 2024 Regular Meeting and June 6, 2024
Special Meeting.
E.Call to the Public
Arizona Open Meeting Law allows individuals to address the Library Board on any issue within the
jurisdiction of the Library Board. The Library Board may not answer your questions or discuss your
comments at this time. However, at the conclusion of Call to the Public, The Library Board may do any
of the following: 1)respond to criticism made by any individual who addresses the Library Board; 2) ask
staff to review a matter; 3) ask staff to place the matter on a future agenda. The Library Board shall not
discuss or vote on matters raised at Call to the Public unless the matters have been properly noticed for
discussion. Please state your name and address after being called to speak. There is a three (3)
minute time limit per speaker.
F.Correspondence and Communications
The Library Board may wish to acknowledge the presence of an individual or individuals in the
audience. Correspondence sent to the Library Board may be read at this time. Announcements of
upcoming events related to the Library or to the Board may also be made at this time. Board members
may not propose, deliberate, or vote at this time under this agenda item and no discussion shall take
place on such items except for clarifying comments and/or inquiries related to substance, time and
location.
G.Librarian's Report
The Library Director, members of the Library staff, or those individuals designated by the Library
Director may present information pertinent to items under consideration or information related to the
operation of the Library including the Library’s monthly report. No discussion shall take place on such
items except for clarifying comments and/or inquiries related to substance, time and location.
H.Old Business
The Library Board shall consider any business that has been previously considered and which is still
unfinished to include those items previously postponed or tabled. No member of the public may speak
on these items unless invited by the Library Board to do so.
Page 1 City of Apache Junction, Arizona Printed on 2/4/2026
August 8, 2024Library Board Agenda
I.New Business
The Library Board shall consider business not previously agendized and discussed at regularly
scheduled Library Board meetings. No member of the public may speak on these items unless invited
by the Library Board to do so.
1.24-581 Discussion and possible vote on revisions to the library procedure
manual.
LIBRARY PROCEDURES-2024 requirements to obtain a library card redlined - added local authors collection for 8-8-24 LBMAttachments:
2.24-582 Discussion and possible vote on addition of local author collection
guidelines to the library procedure manual.
J.Requests for Future Agenda Items
At this time Library Board members or Library staff members are given the opportunity to suggest a
topic or topics to be added to the next or any subsequent agenda of the Library Board. No discussion of
the topics suggested are to take place at this time
K.Adjournment
Copies of this agenda and additional information regarding any of the items listed above may be
obtained from the Public Library, 1177 N. Idaho Road, Apache Junction, AZ 85119, Monday, Tuesday,
Wednesday and Thursday 9:00 a.m. to 8:00 p.m., Friday and Saturday 9:00 a.m. to 5:00 p.m., excluding
holidays.
The City of Apache Junction invites and welcomes people of all abilities to use our programs, sites and
facilities. Specific requests may be made by contacting the Human Resources Office at (480) 474-2617
or TDD (480) 983-0095.
Page 2 City of Apache Junction, Arizona Printed on 2/4/2026
Agenda Item Cover Sheet
City of Apache Junction, Arizona 300 E Superstition
Boulevard
Apache Junction, AZ 85119
File ID: 24-581
Agenda Item No. 1.
Agenda Date: 8/8/2024 Sponsor:
In Control: Library BoardIndex:
Discussion and possible vote on revisions to the library procedure manual.
[Enter body here.]
Page 1 City of Apache Junction, Arizona Printed on 2/4/2026
TABLE OF CONTENTS
REQUIREMENTS TO OBTAIN A LIBRARY CARD .................................................. 1
LOAN PERIODS AND LIMITS ...................................................................................... 2
CHARGES .......................................................................................................................... 3
UNCOLLECTIBLE PATRON ACCOUNTS ................................................................................... 5
HOLDS ....................................................................................................................................................... 7
INTERLIBRARY LOAN .................................................................................................. 8
CONDITIONS OF USE PROCEDURES ........................................................................ 11
WEEDING PROCEDURES............................................................................................ ..12
COMPLAINT PROCEDURES ...................................................................................... ..13
REQUEST FOR INCLUSION/REVIEW OF LIBRARY MATERIALS ................... ..14
PERMIT FOR USE OF LIBRARY PROGRAM FACILITIES ....................................16
LOCAL AUTHOR COLLECTION................................................................................... 9
LOCAL AUTHOR SUBMISSION FORM........................................................................ 10
1
REQUIREMENTS TO OBTAIN A LIBRARY CARD
Patrons of all ages are encouraged to get a library card
1.Picture I.D. (driver’s license or government issued identification).
1.2. Proof of address, if different from driver’s license or identification, is required. Proof of
address can be current: postmarked mail, utility bill or utility account viewed online, voter’s
registration, property verification via the Pinal County Assessor, etc. No general delivery or
federal, county or state park addresses are acceptable residences for regular or non-resident library
cards. A U.S. Post Office box in our service area will not be accepted as proof of residency, but is
acceptable for mailing address.
2.3. If current address of residence is not in Pinal County or in a reciprocal borrowing area
(Apache Junction city limits that lie in Maricopa County), a non-resident library card or limited
use Easy Access library card can be issued.
3.4. A parent or legal guardian may apply for their minor child when child is present. Minors
between the ages of 12-17 may apply for a library card if they have a current picture ID and/or
proof of address.
4.5. A parent/legal guardian may not apply for a card for his/her child if the parent/guardian owes
more than $5.00 on his/her own card. has a library account that has been referred for collection.
5.6. Seasonal residents must be in Pinal County one month (30 days) from the date of application to
obtain a regular library card at no charge.
1 Approved 011421
2
LOAN PERIODS AND LIMITS
1.Items circulate for either 7, 21, 28 or 36 days based on demand, genre and/or format. Due
dates are reflected on due date receipts. Electronic or download materials due dates vary
by vendor.
2.The following items are for in-house use only:
Designated reference or reserved materials
Newspapers
Current periodicals
Designated library equipment or devices
3.Library materials may be renewed twice except: Interlibrary Loans, items other patrons
have requested, or items that have exceeded the renewal limit. Library staff may restrict
or extend renewals on library materials based on items’ age, format or demand.
4. A total of thirty (30) items may be checked out on a regular library card; subject or
format limits may be imposed by library staff.
5. A total of three (3) items may be checked out on a limited use Easy Access library card;
subject or format limits may be imposed by library staff.
6. Patrons may not borrow more items if they have overdue items or a balance on their
account that exceeds $5.00.
1 Approved 062421
3
CHARGES
FEE SCHEDULE:
No late fees on materials
Other Fees:
Out of service area registration
Library card replacement
Debt collection fee
Room rental
40.00 per year/20.00 for 6 months
1.00
11.00 per account
20.00 per hour
MISSING ACCESSORIES:
2.00
2.00
2.00
1.00
Youth backpacks
Book Club bags
Media covers (artwork)
CD or DVD case
RFID tag
Barcode
Cases, chargers, etc. for electronic devices Current vendor price
COPY/PRINTING FEES:
Self-Service Copy Machine Fees:
8 ½ x 11 black and white .10 per page
8 ½ x 14 black and white .15 per page
11 x 17 black and white .15 per page
8 ½ x 11 color 1.00 per page
8 ½ x 14 color 1.00 per page
11 x 17 color 1.50 per page
Current vendor price
Current vendor price
Approved 5/16/24
4
Large Format / Poster Printer Fees (24in (W) x 36in (L)):
Heavyweight Matte Coated (170gsm) 4.00 per page
Satin Photographic Paper (170gsm) 6.00 per page
Heavyweight Glossy Photo (200gsm) 8.00 per page
Other Fees:
Microfilm/Microfiche .25 per page
Computer printouts, black and white .25 per page
Computer printouts, color 1.00 per page
3D printer printed projects .05 per gram
Failure to pick up interlibrary loan 1.00 per item
For any unspecified cost associated with the loss, damage, use or misuse of any library services,
materials or equipment, customer will be charged for replacement or repair costs as identified by,
and at the sole discretion of, library staff, in addition to any collection or legal fees that the City
incurs.
1 Approved 011421
5
UNCOLLECTIBLE PATRON ACCOUNTS
Definitions
Uncollectible: Money owed on accounts unlikely to be collected, according to established
criteria.
Waive: Removal of the debt from uncollectible library records
Procedures/Conditions
The Apache Junction Public Library expects library materials to be returned on time and
available for use by the public. Several steps are taken to ensure that loaned materials are
returned, or that payment is received for lost and damaged materials.
The Library is responsible for determining when patron accounts are considered uncollectible
and eligible for a write-off.
1.The Library provides due dates for loaned materials
•Account holders are provided with due dates when materials are borrowed.
•The Library sends notices at regular intervals when materials are overdue. These
notices inform the patron of the need to return the materials and the potential for
charges to be incurred.
2.The Library notifies account holders of monies owed
•Account holders are advised of charges on accounts by staff when using the library,
as well as when accessing accounts online.
•A billing notice is sent to the address on the library account when the balance exceeds
the established threshold as documented in the Library Procedures.
•Account holders are unable to access some library services when the balance exceeds
the established threshold as documented in the Library Procedures.
3.The Library may utilize a collection service to recover library materials and monies
owed
•Accounts with unpaid balances that exceed $49.99 are sent to a collection service.
•The collection service makes every reasonable effort to contact library account
holders by phone and by mail to request the return of materials and the payment of
outstanding balances.
6
4.The Library waives unpaid charges that have not been sent to a collection service
when they are determined to be uncollectible
•Unpaid charges that have not been sent to a collection service are considered
uncollectible when any of the following conditions are met:
o The charges were incurred more than seven (7) years ago and the
accounts are expired.
o The Library has received notification that the account holder has a
discharged bankruptcy.
o The Library has received notification that the account holder isdeceased.
5.The Library deletes expired patron accounts after unpaid charges have been waived
•Patrons whose accounts have been deleted are eligible for a new library account if
they meet the requirements to obtain a library card as listed in the Library Procedures.
HOLDS
Most titles not immediately available may be placed on hold. With a current library card,
holds may be placed by the patron through the online catalog or by any library staff
member. Staff may restrict materials available for hold based on demand, format or
items’ age. Upon notification that the item is available, the patron will have seven
business days to pick it up.
Items found in the online catalog but not owned by Apache Junction Public Library must
follow the loaning library’s policies and procedures.
1 Approved 041416
7
INTERLIBRARY LOAN
Interlibrary loan is a service through which patrons may borrow materials from participating
libraries throughout the country. When requesting items, please adhere to the following
procedures.
1. A patron must have a current, regular or non-resident library card with Apache Junction
Public Library.
2.There is a limit of 6 interlibrary loan requests per patron at any one time.
3.Requested materials must be known items. A patron must provide a specific title, author,
and if possible date and publisher. Subject requests can be made if all the library
resources have been exhausted. Please check with Reference staff.
4.The Library does not interlibrary loan genealogy materials. Reference, expensive, rare, or
irreplaceable items will not, as a general rule, be available through the interlibrary loan
system.
5.Interlibrary loan will not be used as a substitute for our reserve system. Items less than a
year old will not be borrowed from another library.
6.Multimedia (audio and video) materials will not be borrowed.
7. A patron will be electronically notified when the item is ready to be picked up. Upon
notification that the item is available, the patron will have seven business days to check
out the item.
8.Requests for interlibrary loans may take several weeks. The Library cannot guarantee
delivery by any specific time, or that the items will be delivered at all. Failure to pick up
a requested interlibrary loan item within the acceptable time period will result in a
$1.00 charge being added to the patron's record.
9. Lending libraries may have charges attached to loans or photocopy requests. The patron
must pay for any charges incurred when ordering an interlibrary loan. The patron must
advise library staff if he or she is willing to pay these charges before the item is ordered.
10.The late fee for interlibrary loans is $1.00 per day, per item. There are NO RENEWALS
and there is NO GRACE PERIOD.
Approved 011421
8
LOCAL AUTHOR COLLECTION
The Apache Junction Public Library invites local authors to donate one copy of their recently
published work for inclusion in the Local Author Collection. Local authors are defined as those
with an active and current community connection with Arizona. Materials must meet the
selection criteria, and if accepted, a single copy of the work will be added to the collection.
Accepting an author’s work does not guarantee the library will purchase additional copies. The
library's decision to include or reject donated titles in the collection does not imply agreement
or disagreement with any ideas presented in the work.
Please take note of the following:
The space allocated for the local author collection is limited, so each item must contribute to the
education and enjoyment of the community. The library will retain only one copy of each title
unless there is a high demand for multiple copies. The collection will be regularly reviewed, and
books will be removed based on age and popularity. This policy ensures that the Local Author
Collection remains dynamic and reflects the community's interests.
Materials will be selected based on the guidelines below.
Submission Guidelines:
•The author must currently reside in Arizona.
•Book submissions must be professionally printed and bound. No spiral binding or
consumable books will be accepted.
•Submissions must be donated to the library and will become the property of the Apache
Junction Public Library and the City of Apache Junction.
•Please be aware that any materials added to the library collection will be held to the same
standards as other library materials. Over time, these materials may be reviewed,
removed, and reconsidered. If withdrawn materials are in good condition, they may be
given to the Friends of the Library to be sold, donated to other non-profit organizations,
or recycled. Please note that items cannot be held for or returned to individuals.
Additionally, discarded, lost, or withdrawn titles will not be automatically replaced or
reordered.
•Local materials not accepted for addition to the library’s collection will be given to the
Friends of the Library to be sold, donated to other non-profit agencies, or recycled if
appropriate.
•The library is not obligated to promote individual books or authors or provide authors
with a platform for programming, promotion, or sales.
•Please complete and submit the submission form along with the book.
9
Apache Junction Public Library
Local Author Submission Form
Author Information
Name: ________________________________________________________________________________
Address: ______________________________________________________________________________
Phone: ________________________________________________________________________________
Email: ________________________________________________________________________________
Website: _______________________________________________________________________________
Book Information
Title: _________________________________________________________________________________
ISBN: ________________________________________________________________________________
Publisher: _____________________________________________________________________________
Year: _________________________________________________________________________________
Audience: Subject:
☐Adults ☐Fiction
☐Teens ☐Nonfiction
☐Children ☐Other: ________________________
☐I have read, understood, and agree to the Submission Guidelines of AJPL’s Local Author Collection.
____________________________________________________ ____________________________
Author Signature Date
This completed form, along with the book, can be brought or sent to:
Apache Junction Public Library
Attn: Local Author Collection
1177 N. Idaho Road
Apache Junction, AZ 85119
10
CONDITIONS OF USE PROCEDURES FOR LIBRARY OR EQUIPMENT
•Library users shall have access to the Library’s electronic information resources on a
first-come, first-served basis.
•Computers are usually available during normal working hours of the Library, subject to
periodic maintenance.
•The library staff will determine the maximum number of people allowed at a computer at
any one time based upon the disruption caused to other patrons.
•If patrons are disruptive they will lose any additional time they have allotted to them.
Disruptive patrons may be barred from using the Library’s computers and/or asked to
leave the Library.
•Patrons shall observe all posted time limits when using the library’s electronic
information systems. The library as a whole or each individual location and/or
department within the library, shall have discretion to impose time limits, and to select
the method of monitoring time limits. Posted time limits may be extended at the
discretion of the staff.
•Library patrons are expected to use discretion in the use of the Internet. Patrons should
follow common netiquette courtesy.
•Abuse or misuse of the equipment may, at the discretion of the staff, bar a patron from
future use. The patron may also be billed for the cost to replace or repair the equipment.
•Copyrighted programs are protected by copyright law and may not be copied by patrons.
•Library users shall not, in accordance with applicable law, reproduce or distribute
copyrighted materials without the permission of the copyright holder, except as permitted
by the principles of “fair use.” Responsibility for any copyright infringement lies with
the user. The Library expressly disclaims any liability or responsibility resulting from
such use.
•The Library does not provide E-mail accounts to the public and does not support access
to BBS, Usenet (newsgroups), IRC (Internet relay chat), MUD (multi-user domain), or
other online games.
•At the discretion of library staff, patrons may download files to personal storage media.
Use of personal storage media on the library’s computers is at the patron’s own risk.
Patrons are not allowed to download files or programs to the city’s computer equipment.
•Regulations governing the use of computers in the Youth Services areas are posted by the
game computers.
•A patron whose bodily hygiene is offensive so as to constitute a nuisance to other people
may be asked to leave the building.
Approved 011421
11
WEEDING PROCEDURES
In accordance with space and efficiency requirements of the facility and recognized standards for
weeding library materials, the following guidelines will be used for permanent removal of items
from the library’s cataloged collection:
1. non-repairable damage to the item
2. the item is outdated or it has not circulated in over two years, excepting works that
are recognized as classics.
3.there are more copies of the item than demand warrants.
4. the item needs repair but the cost exceeds its value to the collection.
Removal of items under this procedure will only concern items that are too old, too worn, too
damaged, or without demand. No item is to be removed under this procedure as a result of
content.
The Library Director or designee will make the final decision concerning removal or retention of
items under this procedure.
12
COMPLAINT PROCEDURES
The library recognizes the right of any member of the public to express negative opinions on the
selection of any material the library holds. For this reason the Library Board has approved the
following procedure to handle complaints in an impartial and factual manner. The library will
review selection decisions regarding specific materials upon the completion of the Request for
Inclusion/Review of Library Materials form by the individual or group raising the objection.
Copies of this form will be available at the circulation desk. The completed form will be
returned to the Library Director for review by the staff. If the complaint is not satisfactorily
resolved, the patron may petition a hearing before the Library Board by filing the request with
the Library Director within 30 calendar days after the Library Director has made a decision on
the complaint. The decision of the Library Board is final.
13
Request for Inclusion/Review of Library Materials
Author: Publisher:
Title: Date of Publication:
Requestor
If requestor represents organization:
Name of organization
Name of officer or person in charge
1.How did you hear of this material?
2.What are your concerns regarding this material?
3.What value/harm do you feel might be the result of reading/viewing/hearing this material?
4.Have you read/viewed/heard the material in its entirety? Yes No
If not, what parts did you read?
5.Is there anything worthwhile in this material?
6. Have you read any professional reviews of the item in question? If so, please list names of
critics and sources of reviews.
1.
2.
3.
7.What do you believe are the main ideas of the material?
14
8.What do you think was the purpose in creating this work?
9.In view of the purpose as you perceive it, does the material succeed or fail?
10.What currently available material with a similar purpose or theme would you
recommend?
Author: Publisher:
Title: Date of Publication:
11. Additional comments:
Requestor’s full name (please print)
Address
City, State, Zip
Phone number
Return your completed form to the Library Director for review by the staff.
15
16
PERMIT FOR USE OF LIBRARY PROGRAM FACILITIES
APACHE JUNCTION PUBLIC LIBRARY
1177 North Idaho Road - Apache Junction, AZ 85119
DATE(S) NEEDED (LIST EXACT HOURS REQUESTED ON EACH DATE)
DATE HOURS
DESCRIPTION OF ACTIVITY
NAME OF ORGANIZATION
PERSON(S) IN CHARGE E-MAIL ADDRESS
MAILING ADDRESS PHONE
POLICY NUMBER COMPANY INSURANCE AMOUNT
OPAL ROOM (140 CAPACITY) ENCHANTED FOREST (45 CAPACITY) AMETHYST ROOM (15 CAPACITY)
Permittee agrees to comply with all federal, state and municipal laws, rules, ordinances, regulations and orders with respect to the
use of facilities and occupancy thereof. Permittee, during the terms of this permit, covenants and agrees to defend, indemnify and
hold harmless the city, its elected officials, employees and agents from each and every loss, cost, damage and expense arising out of
any occurrence causing injury or death of persons or damage to property due to conditions of the rented premises or the use of
neglect thereof by Permittee. At the city’s request, Permittee further agrees to provide, pay for and maintain public liability
insurance with both City and Permittee and will name city, its elected officials, employees and agents as additional insured parties.
Permittee agrees that it will pay for any unusual wear, tear, breakage or damage to facility occurring from the public or principals
representing the Permittee. Should a post-use inspection reveal damages, Permittee shall reimburse the City for full costs necessary
to restore facility to its condition prior to use by Permittee. The City reserves the right to refund payments made in advance for the
rental of any facility, should the City decide the rental is not in the City’s best interests, and cancel the use of the facility on the date
or dates specified in this permit. Additional fees may be charged on Permittee if the facility is found to be damaged or not properly
cleaned. If the Permittee chooses to cancel or adjust their reservation for any other reason, a request for credit/transfer/refund
must be made prior to the facility rental date in order to receive a partial refund or full credit/transfer. All refunds granted will be
minus 10% or $5, whichever is greater.
Set up and break down of chairs, tables, and any other furniture is the responsibility of the Permittee.
Use of Library A-V equipment requires permission of Library Director before room is reserved.
CHARGES
USE CHARGE ($20.00 per hour)
CLEAN UP/DAMAGE FEES:
TOTAL DUE:
$
$
$
LESS REFUND $
TOTAL AMOUNT $
APPLICANTS SIGNATURE DATE
APPROVAL SIGNATURE DATE
Agenda Item Cover Sheet
City of Apache Junction, Arizona 300 E Superstition
Boulevard
Apache Junction, AZ 85119
File ID: 24-582
Agenda Item No. 2.
Agenda Date: 8/8/2024 Sponsor:
In Control: Library BoardIndex:
Discussion and possible vote on addition of local author collection guidelines to the library
procedure manual.
[Enter body here.]
Page 1 City of Apache Junction, Arizona Printed on 2/4/2026