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HomeMy WebLinkAbout1997 06.03 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting June 3, 1997 A regular meeting of the Apache Junction Library Board of Trustees was held June 3, 1997 at 6:02 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Gardner, Barbara Connolly, Cheryl Griffing, Kendra Rineholt, Pamela J. Schoeph, John Staff Pamela Loui, Library Director 1. Acceptance of Agenda: 2. Acceptance of Minutes for May 6, 1997 Regular Meeting: Absent Little, Millie Motion was made by Cheryl Connolly and seconded by Pamela Rineholt to accept the agenda.Motion passed unanimously. Motion was made by Kendra Griffing and seconded by Cheryl Connolly to accept the minutes for the May 7, 1996 Regular Meeting.Barbara Gardner suggested amending the minutes to reflect student ID numbers rather than student names, as names were unavailable at the time of selection. Amended motion passed unanimously. City of Apache Junction Library Board of Trustees Regular Meeting June 3, 1997 Page 2 3. Correspondence and Communications: 4. Librarian's Report: John Schoeph read a letter from the City of Coolidge, dated April 11, 1997, (see attached) soliciting interest in a joint meeting with all Pinal County libraries for the purpose of sharing common library concerns, ideas and resources. Since the letter specified no response date, it was suggested that this item be put on the next meeting's agenda. John also read a letter from the State of Arizona Department of Library, Archives and Public Records, dated May 8,1997 (see attached).The State of Washington is hosting a workshop for library trustees in September, and is allowing participants from other states to attend. Library Extension is offering two scholarships of up to $800 for trustees to attend with the proviso that they be prepared to make a presentation at the next Arizona Library Association (AzLA) Conference.There was no response date specified; however, trustees were encouraged to apply as soon as possible if they are interested. John informed the trustees that his research into trusts and endowments has been completed, and that all of the information has been turned over to the Friends of the Library. This Wednesday at 7:00 p.m. the City Council will be meeting with Jack DeBolske, League of Arizona Cities and Towns, to conduct an orientation session for the new city council members.He will cover the open meeting law along with other items.Trustees are encouraged to attend. City of Apache Junction Library Board of Trustees Regular Meeting June 3, 1997 Page 3 Library statistics look better this month, and are considerably higher than a year ago.Reports are still being run on UNISON as Follett still hasn't finished their enhancements.The Library does not have full use of Valley Cat, which is a Dynix product at Phoenix Public Library. The Summer Reading Program is up and running.Staff members are in costumes on Tuesdays and Thursdays.Participants will be listed in the Independent each week.The program began May 22 with 399 registered members already. A RIF distribution had 70 in attendance. RIF stands for Reading is Fundamental and has been in operation for five years. Part of the program is to give free books to children.There have been increased patron visits.Volunteer hours remain high, even though we have lost a lot of winter resident volunteers.Hours include those put in by the teens who remember to sign the volunteer log. The Annual Report is due to the City the first Monday of July.Since this will be July 7 this year, the Trustees can hold their regular meeting Tuesday, July 1, rather than hold a Special Meeting at the end of June to review the report. City Council also meets July 1.Barbara Gardner will not be able to make this meeting.John Schoeph indicated that he would stop by the Library to review the draft report.If it is determined that a Special Meeting is necessary, the public must be given 48 hours' notice of such. City of Apache Junction Library Board of Trustees Regular Meeting June 3, 1997 Page 4 5. Committee Reports: a. Community Treasure Committee: b. Public Relations Committee: 4. Old Business: a. Update of library budget request for 1997/98: Competition sponsors received the list of essay winners, as did the Independent. The School District is looking at emphasizing library skills in the 7 th grade curriculum next year.The Library plans to hold school tours again next year. Trustees felt the contest should be continued, although it could take another format such as a cartoon or a poster in order to give students with other talents a chance to share those talents. Nothing is happening with this committee until next fall.The brochures, including a quarterly calendar of events, are distributed to various businesses and doctors' offices to encourage people to use the Library.The Trustees discussed whether they should focus on any special audiences.It was suggested that brochures also be displayed at the Chamber of Commerce, for which it was thought there was no charge.If Apache Junction ever created a "Welcome Wagon", that would be another good place to give out the brochures. After Saturday's Council Staff meeting, there will be a budget meeting.The City Manager receives department budgets June 19. The Library staff should hear something within the next two weeks. State statutes require library trustee City of Apache Junction Library Board of Trustees Regular Meeting June 3, 1997 Page 5 b. Continuation of discussion of Library Board bylaws: meetings to be held on the first Tuesdays of the month.If an emergency or controversial issue arises, the Board may call a Special Meeting. Ms Loui answered several questions raised at the previous meeting concerning the current bylaws. Does the Board give input to the Annual Report? In the past the Board has not expressed interest in giving input.They can if they want, but the report must meet certain State -mandated criteria. Does the Board interview prospective staff members?The Board is part of a team selected to interview, evaluate and recommend a library director.The library director and other staff then interview applicants for other positions. In what way is the Board of Trustees in charge of Library property?The Board is responsible in that it approves the Annual Library Report.Trustees can accept or decline bequests with the approval of the Board and the City Council.With the approval of the City Manager, Board members can have an item placed on the City Council's agenda, or members can speak during the Council's "Call to the Public." Does the Board administer Library trust funds? The Board is responsible for monitoring trusts given directly to the library (see gift policy).The Board could have a say in trust expenditures.The Friends of the Library can set up their own trust and endowment program, but the Board can still set the guidelines on City of Apache Junction Library Board of Trustees Regular Meeting June 3, 1997 Page 6 7. New Business: a.Ratify the action taken at the May 6, 1997 meeting that named Emily ICraft 1st place winner and Aleah Baker 2"d place winner of the "Why the City Library is a Treasure for Me" essay contest for seventh graders: how the money is spent. Does the Board really enforce all rules, regulations and bylaws?They do this through the policy book.If a committee wants to review the by-laws, it needs to check with the City Attorney to see if there is a reason to have them. The bylaws state that the Board makes "purchases".How do they?The Board can recommend purchases, or give approval or denial for purchases.They are also involved with the materials review policies. Motion was made by Pamela Rineholt and seconded by Barbara Gardner that "The Apache Junction Library Board of Trustees ratify the action taken at the May 6, 1997 meeting that named Sullivan's superperiod student #4923, subsequently identified by Apache Junction Junior High School as Emily Kraft, as 1g place winner, and Wheeler's superperiod student #5356, subsequently identified by Apache Junction Junior High School as Aleah Baker, as 2"d place winner of the "Why the City Library is a Treasure for Me" essay contest for seventh graders."Motion passed unanimously. City of Apache Junction Library Board of Trustees Regular Meeting June 3, 1997 Page 7 b. Review policy changes:Ms Loui reviewed suggested policy changes, especially in view of the conversion to the Dynix system: "Circulation Policy" P.6, #5:Staff recommends eliminating set due dates. Staff must re-barcode all items.They will eliminate the due date cards in favor of receipts listing checked out materials with their appropriate due dates.Suggested rewrite is:"Fines will be assessed for overdue materials on a per item basis (eliminating the rest of the statement)." P.7, top of page: "Interlibrary loans will have (words deleted) no renewals."P.8, #9: "Patrons will be asked to observe the borrowing limit set by the Library Board of Trustees.A bar-coded paperback book will be counted as a hard cover book (eliminating the rest of the statement)." "Video Policy" P. 17, last paragraph: Typographical error correction:"Video cassettes are subject to special overdue fines.Video cassettes must be returned either inside the library or the cassette return..." " Standards of Acceptable Behavior" P. 24, 4th paragraph: "Behavior becomes unacceptable when it impinges on the right of others, when it could result in injury to oneself or others, when it is considered detrimental to the health and/or safety of others, or when it could result in damage to the building or equipment, examples of this kind of behavior include but are not limited to:" Ms. Loui suggested that Board members read the policies thoroughly to see if they could suggest any other changes.The members will vote on the changes at the City of Apache Junction Library Board of Trustees Regular Meeting June 3, 1997 Page 8 c.Discussion on Open Meeting Law: d.Discussion on Charter Schools' utilization of the library: next meeting. Ms. Loui suggested that each Board member read the "Summary of Arizona Open Meeting Law" in the handbook. Members may bring up items not on the agenda for information, but there can be no discussion or action taken.Items needing discussion or action can be referred for future agenda items. Liz Burks reported that charter schools can use the public library just as any other group can, but that the public library may not take the place of or act as a school library.It may not provide text materials for schools.According to library material selection policies, the public library can only order materials that enhance school libraries, not be a replacement for school libraries.Andrea McGill of "Asimov Charter School" has about 15 students, and asked if her group could have monthly field trips; however, Liz has not heard back from her.The public library works with private parochial, pre-schools and daycare centers to be a resource for and enhancement to their programs.TAB puts on programs for homeschoolers. Staff gives tours for parents of home- schoolers and they have a Friday group at the Library.Charter schools, or any other schools, can sign up for computer use or study rooms on a first -come -first- served basis, as can any other group. The public library is not in a position to City of Apache Junction Library Board of Trustees Regular Meeting June 3, 1997 Page 9 section off parts of its plant for school use.Other public libraries have been impacted mainly by larger charter schools,but this hasn't happened here yet. 8. Call to the public:None present. 9. Requests for future agenda items: 10. Adjournment: president Secretary Friends of the Library funding. Public relations committee. Bylaws review (committee?). Budget. Coolidge joint meeting request. Annual Report. Policy changes (committee?). Correspondence / Communications. Motion was made by Kendra Griffing and seconded by Pamela Rineholt to adjourn. Meeting adjourned at 8:00 p.m.