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HomeMy WebLinkAbout2000-02-01 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting February 1,2000 A regular meeting of The Board of Trustees of Apache Junction Public Library was held February 1, 2000 at 6:02 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Gardiner, Scott Gardner, Barbara Little, Millie Nolan, Peter Rineholt, Pamela Staff: Pamela Loui, Library Director 1. Acceptance of Agenda: 2. Acceptance of Minutes for January 4, 2000 Regular Meeting: Absent Nesser, Theresa 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 January 4, 2000 Regular Meeting was placed before the Board and was accepted by general consent. 3. Correspondence and Communications:Barbara Gardner deferred this item to 6a under New Business. 4.Librarian's Report:Pamela Loui reported that circulation was higher than last month and last year. Patron visits were up and the number of new patrons has increased.A few new books, audio cassettes and video cassettes have been added to the City of Apache Junction Library Board of Trustees Regular Meeting February 1, 2000 Page 2 collection.108 titles have been withdrawn from the collection.It is overcrowded in non-fiction and shelving will not be installed until May. Volunteer hours were at 584.55. There were four Little Rec'rs Storytimes held with 64 attending and two Headstart Storytimes with 46 in attendance.251 people participated in the eight tours given. "Arthur" (the aardvark) came to visit the children's program. Pinal County is involved in this national program and loaned the costume for this presentation. Linda Shaw from the Pinal County Library and one of the Teen Advisory Board members shared the honor of portraying Arthur. There were 213 in attendance. New this year was the SAT practice test and 20 participated.26 WOW Computer Classes were held with 190 attending and four Public Access Catalog Classes were held with 15 in attendance.Pam attended one Neighborhoods Program meeting at Happy Days MEP with representatives from the City.There were 110 attending this meeting.The Friends of the Library sponsored a program entitled "Western Fiddle Tunes" with Marie Rhines and there were 90 in attendance.A program named "What is it — Masks", with Ed Grobe, explained what popular souvenirs represent.33 were in attendance.One adult book discussion was held with 19 participating. City of Apache Junction Library Board of Trustees Regular Meeting February 1, 2000 Page 3 5. Old Business: a.Report on the Bookmobile Sub- Committee Meeting and discussion on bookmobile: The Library hosted the School Librarians Meeting with 11 attending. The Annual Volunteer Recognition Breakfast was held and Andrea HinIcel was there to help hand out certificates. Rick Gardner was recognized for top hours and Helen Henry was awarded Volunteer of the Year. The Literacy program had 21 student visits and 76 student hours. The quarterly reference survey shows 664 requests received, including 127 on- line searches, and 654 requests completed in the same day. Scott Gardiner reported that the Bookmobile Sub -committee had one meeting. Items discussed were the concept of a bookmobile, if the Library is operationally able to handle a bookmobile and if the market is strong enough to support the bookmobile. Scott stated that the market is probably strong. The committee decided to have Pamela Loui contact Jana Ponce, at the Parker Public Library, to set a date to see the LaPaz County bookmobile. Pamela Loui reported that there were some City Council members interested in this project also.She has made arrangements for Jana Ponce to bring the bookmobile to the Apache Junction City of Apache Junction Library Board of Trustees Regular Meeting February 1, 2000 Page 4 b.Report of the Planning Sub -committee and discussion on planning issues: Library for viewing and answer some of the questions that may arise.The• bookmobile will be at the Library on February 11, 2000, around 4:00 p.m.A special worksession for the Library Board has been scheduled for 5:00 p.m. on that day. Pamela Low reported that the Planning Sub -committee did not meet. DPA needed to get on the bid list for the City and was added on January 28, 2000. Pamela stated that John Szafran is the architect for the library building expansion and asked if the Board wanted him to come to speak with them. Pamela stated that the Capital Facilities Plan has been approved by the City Council but needed the voters' approval in May.The Board needs to have• something ready to go at that time. Board members decided that some plan options need to be developed after which the Board can choose the plan that works the best with what will be available. Board directive to staff was for Pamela Low to call DPA to see what initial assessment of options can be attained for $2000.Pamela Loui will check to see what steps need to be taken to hire a consultant. City of Apache Junction Library Board of Trustees Regular Meeting February!, 2000 Page 5 6. New Business: a.Announcement of resignation and and discussion on recruitment of a replacement: b.Policy update review: Barbara Gardner read a letter of resignation from membership of the Library Board that was submitted by Joyce Poteet. This letter will be forwarded to the City Clerk's office so recruitment can begin.Barbara stated that the City Council needs to pull from their list of names, or advertise, to fill this vacancy.The Board members can recruit friends that may be interested in serving in this position.A letter of thanks and a certificate of appreciation will be sent to Joyce by Pamela Loui. Pamela Loui stated that the Library policies must be reviewed and changed as needed.She also commented that special attention should be paid to the Acceptable Use of Electronic Information Systems.Pam has requested information on guidance from the State in bringing this policy up-to- date but has not received a response. During the discussion it was brought up that the Board has spent long hours developing the policies and it closely conforms to what is expected.The State may only be looking for A.R.S. postings. After the discussion it was decided that all Board members would study the Library Policies and mark those things they feel need to be changed. Pamela Loui will contact the State and once again request guidance on this issue. City of Apache Junction Library Board of Trustees Regular Meeting February 1, 2000 Page 6 c.Report and disrussion on Border's Books Program to benefit the Library: d.Report on Volunteer Recognition Breakfast: Andrea Hinkel reported that Border's Books will give the Library books if a letter, on Library stationary, is sent to them with the following information: Title, how many are needed, when they are needed.Andrea also stated that it would be best if the letter was signed by Pamela Loui and the Teen Advisory Board President.Andrea would be able to drop the books off at the library.Pam Loui will talk with Liz Burks, Youth Services Librarian, about this since the Teen Advisory Board will select the titles. Andrea Hinkel reported that there were 29 in attendance and many received certificates and some volunteers received 5 -year pins.Pamela Loui reported that volunteer recognition is based on input from library staff.She stated that the volunteers are more dedicated than what their hours show, often taking work home with them.Pamela will be mailing certificates to the volunteers who earned them and were not present at the breakfast.Trish Pelletier worked very hard on this breakfast and the Brown Bag restaurant catered it. e.Report on Library Legislative Day and discussion of current library legislative issues:Scott Gardiner reported that he was at the State Capital Building from 7:30 until 10:00 a.m. and stated that this was a good time for networking.Scott left with the understanding that Senate Bill #1002 City of Apache Junction Library Board of Trustees Regular Meeting February 1, 2000 Page 7 would pass but not certain when or if funding would be disbursed. Pamela Loui.attended with Denise Keller, Director of the Pinal County Library. Pam reported that Denise would be disbursing the County's share of funds from Senate Bill #1002 and Apache Junction would probably get one of the larger distributions. Pamela also reported that there were two speakers and some topics were; how to handle lobbying and how grass roots legislation is done.Scott commented that our legislators need to be identified and they need to be made known how persistent we are about these things. Denise and Pamela did meet with Rebecca Rios.They left a sheet for Peter Rios and Harry Clark.Pamela reported that this was her first time going and suggested that it is something that might be supported more next year. f.Discussion on telephone system issues:Pamela Loui reported that she has spoken to the City Manager about this problem and was informed that the problem is citywide. Pamela requested that the number of rings at the front telephone be changed from three to six and if it is not answered by the sixth ring it will give some options to try.An automated attendant will answer the old business number and 0204 should ring to 8555.There are direct lines to Circulation desk, 8555; Reference desk, 8556; and Pamela Loui's desk, 8557. City of Apache Junction Library Board of Trustees Regular Meeting February 1, 2000 Page 8 Scott Gardiner suggested placing a sign on the front door, showing the new telephone number.Pamela Loui agreed and also commented that the bookmarks and brochures are being changed.She also stated that the library fax number remained the same, 480-983-4540. 7.Call to the Public:None present. 8.Requests for future agenda items:Old Business: Continued discussion on Border's Book Program Continued discussion on Bookmobile Planning Issues Discussion on replacement recruitment for Board vacancy Update on Senate Bill #1002 New Business: Budget Review of Building Literacy Plan Policy revisions 9.Adjournment:7:26 p.m. President Secretary