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HomeMy WebLinkAbout1999 07.06 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting July 6, 1999 A regular meeting of The Board of Trustees of Apache Junction Public Library was held July 6, 1999 at 6:06 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Gardner, Barbara Nesser, Theresa Nolan, Peter Schoeph, John Staff: Pamela Loui, Library Director I.Acceptance of Agenda: 2.Acceptance of Minutes for May 4, 1999 Regular Meeting: 3.Acceptance of Notes from Informal Discussion of June 1, 1999: 4.Acceptance of Minutes for June 29, 1999 Special Meeting: Absent Little, Millie Poteet, Joyce Rineholt, Pamela 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 May 4, 1999 Regular Meeting was placed before the Board and was accepted by general consent. The question of accepting the informal discussion notes from June 1, 1999 was placed before the Board and was not accepted by general consent. Revisions are to be made and this item is to be placed on the agenda for August 3, 1999. The question of accepting the minutes for the June 29, 1999 Special Meeting was placed before the Board and was accepted by general consent. 5.Correspondence and Communications:None. 6.Committee Reports a.Community Relations Committee:Nothing to report at this time. City of Apache Junction Library Board of Trustees Regular Meeting July 6, 1999 Page 2 7.Librarian's Report:Pamela Loui reported that June shows an increase over last year in the circulation of books, audio/video and computer use.Patron visits also showed an increase.The Library continues to add books to the collection.Volunteer hours were at 517.05.There were 20 literacy student visits and 208.5 student hours.The Summer Reading registration for June was 562. Several programs have been presented: Storytime 4 presented 87 in attendance Film Programs 12 presented 306 in attendance Yo-yo Program very popular 179 in attendance Puppet Pizza77 very popular 129 in attendance Barbara Gardner requested a report on the month of May and Pam stated the following: Circulation of books was down but the audio/video and computer use was up from the year before. Patron visits were down from April but the Library continues to add new patrons.609 titles were added in May.Volunteer hours were at 409. There were 25 literacy student visits and student hours were at 283.5. The Summer Reading Kick Off was a western type day.Children got to make western vests and have their faces painted.A "Snakes Alive" program was held, which was well attended.Elizabeth Burks, Mary -Joy Zuik and Sarah Brown did a wonderful job in getting the Summer Reading Program together. School Visits 20 presented Film Programs 2 presented Keys to Kindergarten Program Parenting Class 3 presented Computer Class 8 presented 75 in attendance 62 in attendance 41 in attendance 15 in attendance 51 in attendance City of Apache Junction Library Board of Trustees Regular Meeting July 6, 1999 Page 3 8.Old Business: a.Update of library budget request for 1999/00:Pamela Loui reported that some cuts were made in the original budget request by the City Manager. He would like to see more with use of cooperative education students.The Library will know more in January about whether Spencer Paden will be coming back to the Library.The Assistant Library Director position needs to be upgraded to a Systems Administrator position. Only a half-time staff person was approved.The Library will use temporary people on Saturdays and Mondays to cover regular staff that work on Saturday. Item Requested Recommended #6 Sm tools & equip 4,800.3,000. #9 Audio/Visual 18,700.17,000. #10 Other operating costs 8,425.4,000. #13 Personnel Services 15,040.10,000. #14 Other Prof. Services 22,000.17,000. #16b Conferences 2,100.2,100. #27 Office equip. & furn.6,415.5,415. There is no possibility for increasing this during the year.Still, some needs are addressed and the library budget has an increase over last year. Planning dollars and Personnel Services were not in last year's budget.The Council will review the budget later this month. Peter stated that he is disappointed in not getting a full-time position but glad of the monetary increase. b.Update on the Friends of the Library Endowment Fund:John Schoeph reported that the Friends of the Library has provided a plaque recognizing the City of Apache Junction Library Board of Trustees Regular Meeting July 6, 1999 Page 4 people that provided the start-up funds for the Endowment Fund and it is located across from the Friends of the Library area on the North wall. To continue to build the endowment fund there are three steps to be taken: 1)Develop a mailing list of approachable candidates. 2)Finalize a letter. 3)Obtain literature to define and provide ideas of things they can do. This needs to be done as soon after September 1st as possible, along with any publicity.Will also want to contact the Independent, AJ News and perhaps the next Cityscape to create awareness. c.Update on status of Library Plan:Pamela Loui reported that any changes, as far as the Library's objectives, were based on how this year's budget comes out. One of the things that may be impacted is the ability to go forward with the "Start Smart" kits that were going to be placed in the daycare centers that the Library is targeting for the first go -around.The Library's original intention was to create nine crates.Because the Library did not get the budget requested for books the thought of doing three crates at the three locations is being considered. These will be rotated the next month so they will be getting a second group.The next month they will be getting a third group.Then they will go back to getting group one by the fourth month.This will also help to see whether it will work the way it is expected.We need to see if all the books come back each time so they can be transferred to the next group. City of Apache Junction Library Board of Trustees Regular Meeting July 6, 1999 Page 5 9.New Business: a.Report by members of Youth Services Department on the Library's summer program: Most other things targeted for this coming year were a question of simply switching resources from one thing to another.The Library is working on the cultural programs and expects them to cost considerably more than the humanities programs. Hopefully, the Friends of the Library will be able to help with this cost during the first year.Next year more money will be requested in the budget. The Library really doesn't have the facilities to accommodate the number of people attending these programs and will probably have to use the lobby, program room and possibly the Senior Center. The budget impacts the Plan.It may have to be scaled back this year but the Library will still focus on using it.The main item that can be progressed is the space.The Library is using the plan as its guide. There will be more updates as needed and Pam will be giving reports quarterly on how the objectives are working out. Motion was made to move this item down on the agenda and present it when Elizabeth Burks arrives. Motion passed unanimously. b.Expression of appreciation to John Schoeph:A certificate of appreciation was presented to John Schoeph for his service on the Library Board. City of Apache Junction Library Board of Trustees Regular Meeting July 6, 1999 Page 6 c.Discussion and vote on show of gratitude for members of the Planning for Results Committee: d.Report by members of Youth Services Department on the Library's summer program: Motion was made by John Schoeph and seconded by Peter Nolan to mail certificates of appreciation from the Library Board of Trustees to the members of the Planning for Results Committee.The vote passed unanimously. Elizabeth Burks reported that they are in the midst of the Summer Reading Program at this time.One program called "Blaze a Trail With Books Read Arizona" is for the younger patrons and another for young adults is called "Read Arizona Under the Stars".There were 25 Library Team members this year.The Teen Advisory Board has planned a party for July 20 th, from 5:00-6:30 p.m., in the program room.Certificates will be awarded at the end of the party. When the Readers and Listeners register they receive a bag which includes a bookmark, a coupon to admit one to any Arizona State Park, a coupon to admit one child to the Arizona Science Center and a coupon for $1 off a child's admission to the theater. The Readers must read for 15 minute intervals to fill their log sheet and when this is done the Reader is entered for a drawing for a bicycle.The second log sheet lets the Readers work toward more entries for a bicycle. When Listeners complete their log they receive an entry for a drawing for the grand prize stuffed animal, "Franklin the Turtle".Additonal drawings for smaller prizes will be held for listeners. Listeners second sheet is a color page.For each hour of listening an adult initials and the Listener City of Apache Junction Library Board of Trustees Regular Meeting July 6, 1999 Page 7 e.Update on the Food for Fines program: f.Discussion on Library Board Members' terms: gets to color a picture and the finished pictures are hung in the Library. There is also a candy machine filled with rattlesnake eggs (M&Ms) in the Youth Services Department.Only children enrolled in the Summer Reading Program have a chance to guess how many.The winner will receive the candy machine and all the candy inside. Something new this year:We put the Summer Reading Program into the summer schools.The program is modified because summer school goes past the time when the Summer Reading Program ends.The children will have the same logs but different prizes with the grand prize being a Summer Reading T-shirt.The program has also been put in three pre-schools. The whole idea is "let's get kids to read". Pamela Loui reported that the Food for Fines program ended on June 30 th, and could report figures as of June 26 th.The program proved to be successful with 803 cans brought in by patrons. Peter Nolan stated that Millie Little informed him that she would probably not be able to attend meetings of the Board for the duration of the summer.Peter and Millie agreed that, if that turned out to be the case, then it would be necessary to replace her with a new Board member.It is now clear that she will not be able to make it to meetings, and as such Peter has accepted her resignation from the Board effective immediately. The City should be informed of this vacancy of the Board (in addition to the need for a new member to City of Apache Junction Library Board of Trustees Regular Meeting July 6, 1999 Page 8 replace John Schoeph, who has completed his term). 10. Call to the public:None present. 11. Requests for future agenda items:Approval of discussion notes from June 1, 1999. Update of 1999/00 Library Budget Discussion on future of Community Relations Committee Discussion and vote on Library Board vacancy Election of new officers. 12. Adjournment:Meeting adjourned at 8:02 p.m. President Secretary