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HomeMy WebLinkAbout1999 12.07 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting December 7, 1999 A regular meeting of The Board of Trustees of Apache Junction Public Library was held December 7, 1999 at 6:00 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Absent Gardner, Barbara Nesser, Theresa Nolan, Peter Gardiner, Scott Hinkel, Andrea Poteet, Joyce Rineholt, Pamela Staff: Pamela Loui, Library Director 1.Acceptance of Agenda: 2.Acceptance of minutes for November 2, 1999 Regular Meeting: 3.Correspondence and Communications: 4.Librarian's Report: 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 2, 1999 Regular Meeting was placed before the Board and were accepted by general consent. None Pamela Loui reported that the second of two public hearings on the Capital Facilities Plan would be at the Council meeting tonight.The Plan includes plans for some Library remodeling. City of Apache Junction Library Board of Trustees Regular Meeting December 7, 1999 Page 2 Pamela also reported that the annual Christmas program would be on Friday, December 10, with two performances at 4:30 p.m. and 7:00 p.m.This program will feature the Young Spirit group consisting of 32 students from Apache Junction High School.Ryan Main, the Library's Teen Advisory Board President, Frank L'Odense, one of the Library's computer lab instructors, Stephanie Gardner, Barbara Gardner's daughter and Michal Loui, Pamela Loui's daughter, are all a part of this group.This program has always been well received and the Library is expecting a large crowd.All Board members are invited to come. A volunteer breakfast will be held at the City Conference Center on Friday, January 21, 2000.All Board members are invited to attend.Pamela Loui requested that members please R.S.V.P. Pamela also reported that on Friday, December 10, 1999, the Library will become part of the City's telephone system and she will inform the Board members of the Library's new number as soon as she is informed of what it will be.The new number will also be posted in the newspaper.When a patron calls the Library at the old number a recording will inform them of the new one. Peter Nolan suggested the old telephone number be kept for one year with the old number forwarded to the new number.Pamela stated that she would talk with Brian Tschudy on what can be done. City of Apache Junction Library Board of Trustees Regular Meeting December 7, 1999 Page 3 Pamela also reported that book circulation is up over a year ago but lower than last month.This may be due to the Library being closed for holidays.The audio/visual and computer use has increased over a year ago.The in-house video use has dropped because of the removal of one of the video machines.Patron visits were down over last month but, again, this may be due to the Library being closed.The Library continues to add books, audiocassettes and government documents to its collection and the weeding process continues. Story times are back in session and we've had four school visits.Two Arthur's Helpers Visits and two Arthur Visits were held. This program is through the Friends of the Library and the County had a small grant to bring in Arthur.The Library presented bags with information on the Library, to WIC program participants. The Library staff intends to go back to WIC for another presentation.Volunteer hours were at 525.The Teen Discussion Group was very enthusiastic and wants to do it again.This will end in January. There were 17 literacy students with 139.5 hours.Twenty-one WOW computer classes were held with 141 participating and four electronic card catalog presentations were given with thirteen attending.Pamela Loui gave a presentation at the Citizen's Leadership Institute to fifteen citizens.She spoke on the Library's services, volunteer opportunities at the Library and things the Library Board does. City of Apache Junction Library Board of Trustees Regular Meeting December 7, 1999 Page 4 5.Old Business: a.Community Relations Report: 7.New Business: a.Discussion on funding sources: Pamela Rineholt reported that she gave the Library presentation to the sorority Xi Beta Lambda chapter of Beta Sigma Phi.She stated that there were twenty in attendance and the presentation was well received. Barbara Gardner presented the question of the Friends of the Library taking over the scheduling of these presentations. Pamela Loui commented that the Friends of the Library are too busy and that the Library Secretary can continue this function for the time being. Scott Gardiner presented the question of using some kind of a debriefing form that the presenter can fill out and comment on what he/she did best and what he/she might improve on. This way presenters can be more prepared at future presentations.Pamela Loui stated that at the present time there is no such form.All Board members agreed that this type of form would be useful. No formal action was taken. Scott Gardiner asked what was brought up at the first of two hearings on the Capital Facilities Plan and what kind of money are they talking about. Pamela Loui stated that the part for the Library remodeling is $500,000.The total package is several million.It hasn't City of Apache Junction Library Board of Trustees Regular Meeting December 7, 1999 Page 5 been determined exactly where those funds will come from but some of the Library funds will come from development fees that have been collected.Pamela suggested going to the meeting tonight to hear what is said in terms of funding.Several possibilities have been presented to the Council but she doesn't know which ones they are acting upon.At the first hearing four members of the public spoke on this plan.Nothing specific was said about the Library. Scott Gardiner stated that funding is a serious issue with the Library and felt this topic should be discussed at every Board meeting.Peter Nolan agreed. Scott also questioned whether the impact fees were usable funds since there has been a court case.Barbara Gardner and Pamela Loui stated that these are actually development fees and the Library's portion of fees collected have nothing to do with the school's fees collected. Pamela Loui stated that this is a Development Services issue and comes under Mike Munroe in the City Manager's office. Since the development plan was passed the fees have increased and there is a development fees document that has the information.The fees collected for the Library must be spent on building the Library. Barbara Gardner commented that a formula was used to figure the fees for City of Apache Junction Library Board of Trustees Regular Meeting December 7, 1999 Page 6 b.Discussion on planning Consultant: the schools and there should also be some sort of formula to figure the fees for the Library.Pamela Loui stated that she has the formula that was originally used to figure these fees.Scott Gardiner requested that Pamela present this at the next discussion on funding and she agreed. Peter Nolan stated that this has to do with the $15,000 budgeted for the Library to prepare to make some changes.It is the understanding that the Senior Center will be moved to its own building some time in the future and the Library will get the space currently occupied by the Senior Center.This is not an efficient solution to the Library's crowding problems.The need now is to decide how to make use of that space, whether to redesign that space and the lobby so stacks can be placed there, or use it as a conference room.He suggested hiring an architect to draw up a design for either tearing out some walls to make the space the Library needs or a planning consultant that could do a study as to how the space should be used.If the consultant says that area does not solve the Library's space problems, we then have a reason to go to the City and say that this is not the solution to the expansion of the Library. Then the Council can see that the Library needs to have a brick & mortar expansion. Pamela Loui stated that until the Capital Facilities Plan is approved and some mechanism for funding it has been City of Apache Junction Library Board of Trustees Regular Meeting December 7, 1999 Page 7 identified she is not sure that the Library can go very far.Pamela also does not think that there will be enough fees collected in the next couple of years to do an expansion.Pam stated that it needs to be determined if we should be looking at a five-year plan.We still have the 2010 model and that architect is still in business.We need to look at something that will not have to be undone to progress with the 2010 Plan at some future time.Until we know what the Council decides on the Capital Facilities Plan and whether or not there will be at least $500,000 to work with it seems premature to spend anything on a consultant until we know which direction we are going.Without the Capital Facilities Plan there will be no place for the Senior Center to be moving to. Barbara Gardner suggested placing this item on the agenda again next month. Peter Nolan stated that the Board should have a vision now of what the Library will look like, and its capabilities, in five to ten years.Also a number of what it should cost.We would then have a starting point and this information can then be presented to the Council with justifications from a professional. Pamela Loui stated that there would not be enough time between now and the next meeting to hire someone and have all this information compiled.Pamela suggested bringing this back at the January 4 th meeting. City of Apache Junction Library Board of Trustees Regular Meeting December 7, 1999 Page 8 Peter Nolan stated that the Board not make any decisions tonight but members prepare themselves and be ready for the next meeting in January.He suggested that Pamela Loui contact some potential sources to see if they will be available next month and we can get on their waiting list so when we commit we can get some action done right away.Based on the plans that are already in existence and the planning process of this year, the experts need to give us an opinion about what the architecture should look like in square feet and whether what has already been done is right, or if it needs to be changed.We also need an estimate of the cost of construction. Barbara Gardner suggested members review the Library Plan and come back January 4 th.At that time the Board can brainstorm some ideas and then make some recommendations to pursue consultants. Scott Gardiner stated that the ultimate goal is for the Board to have numbers they can use to present to the Council. Barbara Gardner questioned if the current Library building is built in stages and if all the stages are complete. Pamela Loui stated that the building is currently one half the size of the 2010 Plan. No formal action was taken. City of Apache Junction Library Board of Trustees Regular Meeting December 7, 1999 Page 9 c.Report on the AzLA Conference:Pamela Loui reported that she attended one presentation on the Bill and Melinda Gates Foundation Library Initiative.She will be attempting to get two computers out of this grant.The grant is based on 1990 census population figures.This method hurts libraries in growing communities like ours. Pamela attended another presentation on Job Rotation.She reported that Phoenix, Mesa, Scottsdale and Glendale participated in job swapping for six months.It might be something we could consider in the future.The professional librarians swapped jobs.It took a lot of negotiation to get everything set up for this program. Pamela reported that one session that could be very useful to us was Practical Formula for Collection Development Fund Allocation, presented by David Keeber, Director of the Sedona Public Library.The formula was based upon circulations that helped him determine how much money he placed toward developing a specific collection.It sounded like something we may consider in the next year.What we will need is a circulation count in call number divisions and a total number of items in each division, so we can make those estimates. Pamela stated that Elizabeth Burks, our Young Adult Services Librarian, got the most out of this conference.This conference was very heavily geared City of Apache Junction Library Board of Trustees Regular Meeting December 7, 1999 Page 10 toward youth services.Liz came back very excited. Pamela reported that Denise Keller, Pinal County Library Director, was installed as the current Public Library Division President.We should hear a lot about what is happening in PLD. 8.Call to the Public None present. 9. Requests for future agenda items:Discussion on average length of time books are kept out Discussion on funding sources Discussion on Capital Facilities Plan, Planning Consultant and criteria Discussion and resolution on recruiting a new Assistant Library Director Discussion on Bookmobile 10. Adjournment:Meeting adjourned at 7:03 p.m. President Secretary