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HomeMy WebLinkAbout2000-01-04 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting January 4, 2000 A regular meeting of The Board of Trustees of Apache Junction Public Library was held January 4, 2000 at 6:00 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Gardiner, Scott Gardner, Barbara Hinkel, Andrea Nesser, Theresa Rineholt, Pamela Staff Pamela Loui, Library Director 1.Acceptance of Agenda: 2.Acceptance of minutes for December 7, 1999 Regular Meeting: Absent Nolan, Peter Poteet, Joyce 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 December 7, 1999 Regular Meeting was placed before the Board. Barbara Gardner stated that the word "luncheon", on page 2, needs to be changed to "breakfast".Pamela Rineholt stated that the word "Psi", on page 4, needs to be changed to "Xi".A motion of accepting the minutes, as amended, was made by Pamela Rineholt and seconded by Scott Gardiner.The motion passed unanimously. 3.Correspondence and Communications:None. City of Apache Junction Library Board of Trustees Regular Meeting January 4, 2000 Page 2 4.Librarian's Report:Pam Loui reported that book circulation was down slightly from last year but the other circulations were substantially up over one year ago.Patron visits were up.New adult patrons and new juvenile patrons have increased also.The Library continues to add to the collection. The library programs consisted of two Story Times, one Teen Book Discussion Group, Three Tab meetings, and one "Polar Express" presentation by the Teen Advisory Board with 46 attending. Elizabeth Burks, Youth Services Librarian, reported that the Teen Advisory Board did very well on this presentation.The Young Spirit gave two "Christmas Portrait" programs.The programs were very successful with 239 in attendance. Adult events included 24 WOW computer classes, one online catalog class and 3 meetings of the Writers Club. Pamela Loui presented one Neighborhood's Program at Quail Run with 50 attending and Pamela Rineholt presented the Community Relations slide presentation to the Xi Beta Lambda chapter of the Beta Sigma Phi sorority, with 20 in attendance. Volunteer hours were up at 504.75 now that the winter visitors are back. Student visits for the literacy program were low but the Library has been without the DestinationsTM Program for awhile due to hardware problems. City of Apache Junction Library Board of Trustees Regular Meeting January 4, 2000 Page 3 Pamela Loui reported that there would be a change on the monthly report. Items listed under Information Requests will be reported quarterly from now on. Pamela Loui reminded the Board members that Library Legislative Day is coming up on Tuesday, January 25th. Breakfast with the Legislators will be at 7:30 a.m. and the President of AzLA will begin speaking at 8:45 a.m.The deadline for registration is January 19th and Pamela requested that if any Board members are planning on attending they need to get the information to her by January 7th.Pam encouraged everyone to support Senate Bill No. 1002.Gladys Ann Wells, State Librarian, is trying to get grants-in-aid to libraries increased at the state level.Pam also reported receiving a letter from Chris Cole asking that everyone write and call the Legislators in support of this bill. 5. Old Business: a.Discussion on Community Relations:Scott Gardiner presented a sample of a debriefing form he put together and stated that it serves three functions: 1) Identifies problems in past presentations, 2) Reminds people of where they might do better and 3) Keeps a log of what the groups are so the presentation is not given to the same group year after year. Some of the most important questions on this form are on 1) referral cards—these can be given to interested persons that would provide the information the circulation desk needs when a patron applies for membership.The card can City of Apache Junction Library Board of Trustees Regular Meeting January 4, 2000 Page 4 be handed to the clerk for speedy sign up.The card also identifies how interested people really are.2) Tracking the number of people requesting additional information and what that information is, so it might be added to the presentation itself Scott also suggested that a Community Relations sub -committee of, three people, be established and specialize in doing presentations and working with the Friends of the Library.He stated that he has an interest in this sub- committee but is more interested in another. Pamela Loui stated that the presentation needs to be changed to a PowerPoint presentation but the Library does not have a projector that can travel.She commented that it could possibly be looked into for the next budget. Pam Loui also stated that different groups felt the presentation was too long and they didn't want a 20 -minute presentation.Barbara Gardner stated that she has a copy of the original script and asked if anyone wanted to go through it and edit it.Barbara also asked if there were any volunteers to start putting the new presentation together. Scott Gardiner said he would contact Peter Nolan about it and asked if the Board was committed to present the program.Theresa Nesser will not be available at this time.Andrea Hinkel stated that she would be able to give the City of Apache Junction Library Board of Trustees Regular Meeting January 4, 2000 Page 5 b.Discussion on funding sources: presentation.Barbara Gardner stated that she would like to be involved also. Andrea Hinkel asked that if new pictures were needed, is there access to a digital camera.Pamela Loui stated that Patrick Brenner has one that could possibly be borrowed. Scott Gardiner asked about the way the telephone rolls over.He stated that the automated attendant comes on when it should not.Pamela Loui said the City is working on the system and that she would check into the problem. Barbara asked what was going to be done with the debriefing form.It was decided that the sub -committee would review it and make changes as needed. Pamela Loui submitted some answers to questions raised at the last meeting.The reason the Board didn't have memory of the development fees is because it was done in 1996 and has gone through two revisions of fees.She presented a copy of the current development fee per unit and stated that it is based upon a formula that was designed by the group that did the development fee package for the Council. Pamela reported on asking Mike Munroe, in Administration, about the development fee challenge in court and he stated that the only fee being challenged in court is the school development fee. City of Apache Junction Library Board of Trustees Regular Meeting January 4, 2000 Page 6 6.New Business: a.Discussion on Capital Facilities Plan With emphasis on Library remodeling: b.Discussion on potential Library Consultants, tasks we want to see them accomplish, and criteria to be used to make a selection: Fees collected for the Library have been earmarked as part of the Capital Facilities Plan.The current amount, as of the end of November 1999, is $412,706.Pamela thinks the $500,000 earmarked for the Library in the Capital Facilities Plan will come from those collected fees.Voters will be voting in May on the whole package but some of the package will be paid for with development fees, some with one-time revenues already collected and some will be "new money".If the multigenerational building is built then the Library will get the space the seniors currently use. Collected development fees will be used for renovation of the space.If the whole package does not pass, the Library will not get the space from the Senior Center. Scott Gardiner asked if it was known when the money would be dispersed.He also stated that if the amount and the time are not known it makes it hard to decide what to do about hiring a consultant. Pamela Loui commented that if the 2010 Plan is to be continued right away, the figure to look at is $3,000,000+.There are two ways to approach expansion.1) Wait until the funds have built up or 2) City of Apache Junction Library Board of Trustees Regular Meeting January 4, 2000 Page 7 make sure the $500,000 going toward remodeling fits the plan.Looking at the model, you may be able to build the front half of the library expansion for $1,000,000 but an architect is needed for real figures. Barbara Gardner asked if this should be tabled until after the vote in May.It could then be decided whether to look at hiring a consultant for remodeling the Senior Center or try to continue with the 2010 Plan. Pamela Rineholt agreed that a consultant should not be hired until it is known what is going to be done and this item be tabled until more is known. Pamela Loui commented that the money that is in the budget for planning, at this time is $15,000, will only be there until the end of June and if it is not spent it will go away.She has been in contact with the architect who did the model and his finn will work on a per hour type of charge.If this item is tabled until May the money will probably not be spent and will have to be asked for in next year's budget.If the 2010 Plan is still something we are looking at, the architect could let us know what the costs of the next parts will be.If this architect is used, he already knows what is here and time will not be wasted bringing in someone new to start from scratch. Barbara Gardner commented on what Peter Nolan had previously stated, that City of Apache Junction Library Board of Trustees Regular Meeting January 4, 2000 Page 8 in terms of the 2010 Plan or of what this committee did for a long-range plan, perhaps a consultant should look at both spaces and tell us what would best meet the needs of the Library and the Community.Barbara asked what the members thought of bringing a consultant in to give some rough options and direction in that way. Pamela Loui stated that there is a request for a small amount of matching money for building, about $250,000 total, in the proposed legislation of SB 1002.That would be for its first year but may go up next year if it gets funded this year. Also, until it is known what something is going to cost, there is no way to look for grants or do any kind of fundraising. Pamela also commented that she would like to see something done that doesn't detract from the 2010 Plan but at the same time makes the space more usable. Board members and Library staff together need to meet with the consultant to determine the best use of space available.A committee of Board members needs to meet with her to discuss the different ideas and then have a consultant determine what things will or will not work. Barbara Gardner asked who would like to work on a joint committee with the Library staff and report to the Board. Scott Gardiner stated that he would be a part of the committee and felt the committee should meet on a two-week basis. Peter will be contacted about this. City of Apache Junction Library Board of Trustees Regular Meeting January 4, 2000 Page 9 c.Discussion on the status of the Assistant Library Director position, needed revision to the job description, and possible action plan: d.Discussion on average length of time materials are kept out: e.Discussion on the feasibility of operating a Bookmobile: Theresa Nesser also agreed to be on this committee. Pamela Loui has talked with George Hoffman, who is over the MIS Project, and was informed that the City Manager has asked him to look over positions in the City and he will look at changing the Assistant Director position for the Library to a library systems administrator. The Library Technology Officer for the County Library is the type of position that is needed and is very much in line with what the Library is looking at for this position.Pamela stated that she will be working with George Hoffman on this and probably will have nothing until the next budget year because the funding is not there. This item was tabled until a future date. Pamela Loui stated that this item is listed in the Building Literacy Plan under Community Outreach.On checking prices for the bookmobile program was found to run about $250,000.Pamela commented that La Paz County Library had created their own with a fifth wheel trailer and Jana Ponce said she would be happy to be a resource person.The trailer cost $16,000 and the pick-up truck was $22,500.The cost on the City of Apache Junction Library Board of Trustees Regular Meeting January 4, 2000 Page 10 f.Reminder of the Volunteer Recognition Breakfast: maintenance on the truck and trailer and the upkeep on the collection was $11,375 annually.Gasoline cost about $1,800 annually but ours would be lower since the area is smaller.Pamela passed photographs of the bookmobile showing how the shelving was built in. Barbara Gardner asked if the bookmobile would have a static collection and the answer was positive. Scott Gardiner commented that perhaps the pick-up truck could be donated. Pamela Loui stated that a driver would be needed who knew how to handle pulling and parking such a trailer. Pamela Loui stated that the bookmobile could be taken to day care centers on certain days and to senior facilities on other days. A subcommittee was formed to investigate this possibility and consisted of the following Board members: Barbara Gardner, Scott Gardiner and Andrea Hinkel. Pam Loui reminded the Board that the Volunteer Recognition Breakfast will be held on Friday, January 21, 2000. Awards for service for July 1, 1998 through June 30, 1999 will be made. Pam invited Library Board Members to attend and asked that they call Trish Pelletier at the Library and let her know if they are planning to attend.Dish will be able to give the exact time the brunch will be starting. City of Apache Junction Library Board of Trustees Regular Meeting January 4, 2000 Page 11 8. Call to the public: 9. Requests for future agenda items: 10. Adjournment: President Secretary None present Old Business: Sub -committees reports. New Business: Policy Review Border's Books Report on Volunteer Recognition Breakfast. Report on Legislative Day Meeting adjourned at 7:49 p.m.