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HomeMy WebLinkAbout1998 12.01 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting December 1, 1998 A regular meeting of The Board of Trustees of Apache Junction Public Library was held December 1, 1998 at 6:05 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Absent Little, Millie Nolan, Peter Rineholt, Pamela J. Schoeph, John Staff: Pamela Loui, Library Director 1. Acceptance of Agenda: 2. Acceptance of minutes for November 3, 1998 Regular Meeting: Gardner, Barbara L. Poteet, Joyce Nesser, Teresa The question of accepting the agenda was placed before the Board and was accepted by general consent. The question of accepting the minutes for the November 3, 1998 Regular Meeting was placed before the Board. Pamela Rineholt suggested striking the word "school" and inserting the word "community" in the last sentence of the Community Relations Report.With this change the minutes were accepted by general consent. 3. Correspondence and Communications:None City of Apache Junction Library Board of Trustees Regular Meeting December 1, 1998 Page 2 4. Committee Reports: a.Community Relations Report:Millie Little reported that the committee is planning on going to various community groups, presenting slide shows and is in the process of gathering lists of contacts.They will then send a letter stating their intent.Peter Nolan suggested sending letters to the RV parks in January.The Library Secretary will prepare letters for the committee. John Schoeph suggested calling the RV parks and finding out who the Community Relations person is.He also has a list of eighteen RV parks and stated that the Chamber of Commerce also has a list. Millie talked to Pat Brenner about joining the Welcome Wagon and was told she would have to talk to Ed Barker at AJ News, but he was pretty sure we would have to pay to join.The committee did not want to pay to join the Welcome Wagon. Millie suggested a list of pictures to include in the presentation.Pam Loui stated that her husband agreed to come in and take more slides.Millie reported that Joyce Poteet thought we might be able to get a picture of the library on the cover of one of next year's local telephone books. Pamela Rineholt stated that the Board could send a letter to the publisher requesting that. Millie stated that the committee might present the slide show program to the Board after a future meeting. City of Apache Junction Library Board of Trustees Regular Meeting December 1, 1998 Page 3 5. Librarian's Report: 6. Old Business: a.Update on Friends of the Library Endowment Fund: Pam Loui reported that book circulation took a dip over a year ago but the audio/visual and computer use has increased. Ordering has been on hold for about three weeks but we are continuing to add new materials from back orders. Vendors are now contracted with the state and the contract should be completed by the end of this week and we can then resume ordering.Patron visits rose compared to the same month last year.Now that winter is here the library is busier.Story times are back and we've had a couple of tours.There was an adult program "Apache Culture" and eleven Computer Classes.We still have the literacy students with 21 visits consisting of 128 hours. The annual Christmas program will be at the library on Friday, December 11 at 7 p.m. and will feature the Sweet Adelines Chorus.All Board members are invited to come.The teens are going to have their own program for youth during the holidays. John Schoeph reported that the Friends of the Library have exceeded their goal of $5,000 by $1,000 and are now able to open an account with the Arizona Community Foundation. They also collected an estimated $500 from the book sales.He stated that they may have some printing costs for brochures and that the money is there for this. City of Apache Junction Library Board of Trustees Regular Meeting December 1, 1998 Page 4 b.Update on status of the Apache Junction Public Library Policies: The Friends of the Library Board have met with representatives from the Arizona Community Foundation and will be signing a contract with them. John said that a news release will report that we surpassed our goal.He suggested that a permanent plaque of founders be placed in the library, which would be done by the Friends of the Library. John asked that each Board member give five names and addresses of persons in a position to gift and that Pam Loui make a list of things people can sponsor and what the items will cost.He also suggested that they shoot for between $100,000 and $200,000 in the next couple of years.John stated that publicity will make people aware of this endowment fund. Pam Loui reported that at the first regular meeting in November of the City Council the policy was adopted and by December 3rd it goes into effect. Pam also stated that as soon as Spencer gets back she will ask him to get the "Acceptable Use of Electronic Information Systems" statement on the computer.This will allow us to eliminate the Internet Agreement for adult patrons. City of Apache Junction Library Board of Trustees Regular Meeting December 1, 1998 Page 5 7. New Business: a.Discussion on Planning Process:Peter Nolan stated that the responsibility of the Library Board is to make sure the library meets the needs of the patrons. He questioned whether there is currently enough seating or parking facilities.We need to develop a plan for the future of the library.The process is laid out well in the "Planning for Results" guidebook for planning and producing a report. The recommended vision is 3 to 5 years ahead and an 8 month period may be needed to go through all the steps. Planning tasks in the first month are to put together a Planning Committee. Pam Loui stated that one guidebook is needed for every 2 people on the committee. Pam Loui suggested that it be done as fast as possible so things can be ready when the City puts together the budget. If it is done by May it could have final approval from the Council and be ready for printing in June.The basic level seems to be enough at this stage but we may need to move to the expanded level during some of the different stages of planning.There is still plenty of work to be done in December.January could be orientation for members of the committee, then two meetings a month for February, March and April.In May a draft plan could be compiled and presented to the Council by the 2 nd regular meeting. Pam has talked to the City Clerk to see what has to be done as far as the City Council is concerned and has also sent a City of Apache Junction Library Board of Trustees Regular Meeting December 1, 1998 Page 6 memo to the City Manager today and will continue contact with him.She stated that she might be hearing from him in the next few days and will make sure everything is done legally for the open meeting law. There should be about ten committee members consisting of one of each of the following:teen, senior, Friend of the Library, school input, city official and non -library user, and two of each of the following:Library Board members and Library Staff members.The leader of the planning committee has to be dedicated to it and take charge and run the meetings.The Chairman of the Library Board is usually the leader of the planning committee.Peter Nolan stated that he could do it but, since he hasn't been here that long, it would be better to find someone who really knows the community well. Pam Loui and Peter Nolan have met to discuss a planning process.The Library Expansion Needs Assessment Study that we have was done in June of 1993.This 2010 plan doubles the space of the library.It may be time to reallocate the spaces proposed. Pam stated that the largest expenses would be printing, photo copies and postage.There would be no mileage paid and expensive consultants are not needed.Printing of the final plan may be costly. City of Apache Junction Library Board of Trustees Regular Meeting December 1, 1998 Page 7 b.Report on the AzLA Conference: Library Board Chairman, Peter Nolan, appointed a Library Board committee, called the Planning Committee Nominating Committee, to put together a list of nominees for the membership of the Planning Committee.This Library Board committee consists of the following members:Peter Nolan, Pamela Rineholt and John Schoeph. They will submit their list of nominees at next month's regular meeting. Pam Loui attended two seminars which she found beneficial.The first was "Catch the Age Wave" on services for seniors.She stated that a grant was written to fund a van to take books to people but that it was quite expensive. She also attended a session on state contracts for library materials vendors. There are twenty state contracts for library materials, lasting up to 3 years, and once they are signed they allow the libraries to receive terms the State has bid. Pam also spoke with vendors at the exhibitions and selected a number of books for the Arizona collection. Pamela Rineholt stated the University of Arizona is refocusing attention from libraries to information services. They are not advocating losing libraries but bringing the library along with it.They now offer a doctorate in Library Science. 8. Call to the Public None present. 9 Requests for future agenda items:Community Relations Letter Approval Assignment of Planning Committee City of Apache Junction Library Board of Trustees Regular Meeting December 1, 1998 Page 8 10. Adjournment:Meeting adjourned at 7:25 p.m. President -Riwuko,c, Secretary g