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HomeMy WebLinkAbout1997 05.06 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting May 6, 1997 A regular meeting of the Apache Junction Library Board of Trustees was held May 6, 1997 at 6:02 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Absent Rineholt, Pamela Gardner, Barbara Connolly, Cheryl Griffing, Kendra Schoeph, John Little, Millie Staff Pamela Loui, Library Director Elizabeth Burks, Children's Librarian I. Acceptance of Agenda: 2. Acceptance of minutes for April 1, 1997 Regular Meeting: 3. Correspondence and Communications: Motion was made by Pamela Rineholt and seconded by Kendra Griffing to accept the agenda. Motion passed unanimously. Motion was made by Kendra Griffing and seconded by Pamela Rineholt to accept the minutes for the April 1, 1997 Regular Meeting.Motion passed unanimously. This item has been reinstated to allow Board members to make announcements on meetings and events for information purposes only when not on the agenda. City of Apache Junction Library Board of Trustees Regular Meeting May 6, 1997 Page 2 4. Librarian's Report: 5. Committee Reports: a. Community Treasure Committee: The library has added the SIRS data base, which addresses social issues. Patrons can get full text or newsline reports.Information on special topics is available on four public computer work stations. Ms. Loui reviewed the April monthly report.Statistics are about equal to last year.They have issued more cards and have had more visits; but they have also had a lot of tours, especially the Junior High tours. Regarding the conversion to Dynix, they should receive half of the enhanced database by Thursday.The number of volunteer hours remains high.They have done well giving same day responses for reference requests.Reference requests do not include questions such as "Where can I find this book?"The term "fines" includes both late fees and damaged/lost assessments. The contest is entering its final phase. The winners will be announced at the 5/21/97 honors assembly.It was suggested that Pamela Loui or Elizabeth Burks should represent the Library Staff; John Schoeph should represent the Board of Trustees; and Marcy Belzner should represent the Friends of the Library at the assembly.An estimated 60-70% of the students took the library tour.The essays revealed two interesting items:the students had high praise for the staff, including the custodian; and they noticed how quiet it was. City of Apache Junction Library Board of Trustees Regular Meeting May 6, 1997 Page 3 b. Public Relations Committee: 6. Old Business: a. Update of library budget request for 1997/98: 7. New Business: a. Discussion of Library Board bylaws: The Public Relations Committee is renewing and distributing an update of activities.They should get a new brochure out next fall. There had been no news from City Staff regarding the proposed library budget. The new fiscal year begins July 1, 1997. The tentative budget must be approved by the third Monday in July. There was a brief review of attendance requirements and Board of Trustee responsibilities.Some of the Questions raised were:Did the Board of Trustees really have or want responsibility for the library and it's property?Does the Board of Trustees really appoint the Librarian or interview prospective staff?What aboutendawments and trusts --where does this leave the F.O.L. in handling the prospective endowment and trust program we are hoping to get going if this a Board of Trustees responsibility? Is the Board of Trustees supposed to report to City Council --they haven't in the past. There will probably be a Board of Trustees meeting in late June.At the time members can give input to the annual report.Members were also reminded that the Board of Trustees is advisory only.It was recommended that this item be brought up for further City of Apache Junction Library Board of Trustees Regular Meeting May 6, 1997 Page 4 discussion next time. b. Final judging of "Why the City Library is a Treasure for Me" essay contest for seventh graders:Members discussed how to determine the essay contest winners.It was decided to take the first -place winners from each superperiod, and have the member who judged that group read the essays.From this group the all time first and second- place winners would be selected.The essay contest criteria was reviewed prior to voting.The Library Board reached consensus that the winning essays were: first place --Code # 4923 and second place—Code #5356.It was suggested that after the winners were announced, their essays should be printed in The Independent Newspaper.It was also recommended that the winners from each superperiod be displayed in the foyer, perhaps with ribbons.Everyone agreed that it was a very difficult job ,as there were so many good essays.All essays were given to Liz Burks. c. Report by Elizabeth Burks, Youth Services Librarian, on the library's summer program:The theme this year is "Book a Trip to the Stars."There are booklets being distributed which were financed by the State and the Mesa Tribune.The library is printing a yellow flyer.It was suggested that the flyers go home through the schools.Liz Burks reviewed how the program will work. Parents sign off on 15 -minute reading increments (flames).Readers receive a prize when they reach a "planet".If City of Apache Junction Library Board of Trustees Regular Meeting May 6, 1997 Page 5 d. Discussion on F.O.L. plans to solicit funds for a library endowment: they finish the whole page, their name is entered in the grand prize drawing for a bike of their choice from K -mart.Meg and Jim Files donated $50, $30 and $20 gift certificates to Waldenbooks to the first, second and third place winners, respectively.If there is a tie, two certificates for the appropriate amount will be awarded.The program starts May 22.TAB members will talk to the school district's sixth grade library team to recruit student helpers for the summer. John Schoeph is still trying to get information.He has been talking to George Jacques who does Baptist Foundation fundraising.There are several different kinds of gifting.F.O.L. is primarily interested in the "charitable remainder" (wills, trusts, etc.).Pam Loui, Millie Little, John Schoeph and Marcy Belzner are planning to attend a meeting on this at the Phoenix Library, Thursday.Presenters will include the Arizona F.O.L. co -presidents, among others.John Schoeph is working on a draft brochure, which he hopes to present to the F.O.L. by July 1. 8. Call to the public:None present 9. Requests for future agenda items:Friends of the Library funding. Committee reports. Bylaws review. Budget. Charter Schools information. Annual Report. City of Apache Junction Library Board of Trustees Regular Meeting May 6, 1997 Page 6 10. Adjournment: Secretary Correspondence/Communications. Motion was made by Pamela Rineholt and seconded by Millie Little to adjourn.Meeting adjourned at 7:29 p.m.