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HomeMy WebLinkAbout2000-06-06 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting June 6, 2000 A regular meeting of The Board of Trustees of Apache Junction Public Library was held June 6, 2000 at 6:04 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Absent Gardiner, Scott Gardner, Barbara Hinkel, Andrea Nesser, Theresa Rineholt, Pamela Staff: Pamela Loui, Library Director 1.Acceptance of Agenda: 2.Acceptance of minutes for April 4, 2000 Regular Meeting: 3. Acceptance of minutes for May 2, 2000 Regular Meeting: 4.Correspondence and Communications: 5.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 April 4, 2000 Regular Meeting was placed before the Board and was accepted by general consent. The question of accepting the minutes for the May 2, 2000 Regular Meeting was placed before the Board and was accepted by general consent. None. Pamela Loui reported that there were two monthly reports to review, one for April 2000 and one for May 2000. City of Apache Junction Library Board of Trustees Regular Meeting June 6, 2000 Page 2 We dropped down a little over the previous year in the circulation of books but increased in the "Others" category. Patron visit declined a little.Number of new patrons continued to increase over the previous year.Added quite a few books and some audio and video cassettes.Volunteer hours were at 464.5.Four regular storytime programs were held with 69 in attendance and two drop -in storytimes had 18 attending. There was one school visit consisting of 13 students and 244 taking part in seven library tours.The RIF picnic was the big event of the month with 350 in attendance.A TAB Recognition program was held at which three of our Board members were able to attend. There were 17 computer classes with 100 participating and three public access catalog classes with 12 attending.140 attended the Library of Congress 200 th Birthday Party held at the Library aided by the Friends of the Library.The Battle of the Books Program had 97 in attendance.The quarterly reference count revealed that 555 requests were received and 529 were completed on the same day (this included 121 on-line searches). Had better statistics in the month of May.More books circulated and more in the "Other" category.Patron visits were up to 13,403, a little over the previous year.There were 193 new adult patrons and 109 new juvenile patrons.Part of the increase in juvenile patrons was because of the Summer Reading Program.457 books were added to the collection and fewer audio City of Apache Junction Library Board of Trustees Regular Meeting June 6, 2000 Page 3 6.Old Business: a.Update of library budget request for 2000/2001: and video cassettes because we're getting close to the year-end. Withdrawing titles from the collection is an ongoing process. Volunteer hours were at 441.5.There were two drop -in storytimes with 32 attending.Two Aces Clown Band programs were held and 140 attended.There were two school visits with 180 participating.There was also one film program with 20 attending. The Summer Reading Registration (Diamondbacks sponsored program) was at 454 and the Young Adults were at 58 (Harkins sponsored program).One teen book discussion group was held with eight participating and one TAB meeting with 13 attending.Eleven computer classes were held with 51 participating and two public access catalog classes with four attending.One Keys to Kindergarten, which is our usual May event that is done in conjunction with the schools.There were two Department of Revenue Workshops held with 27 attending.Pamela Loui reported attending one Neighborhood Program at Apache Ho.She stated that there were 24 in attendance.Student visits were up a little at 28 and student hours were at 65. Pamela Loui reported on the current standing of the Library's budget request. The Budget Committee submitted a recommended budget to the Manager and he will be reviewing that.The actual Council budget work session is scheduled for June 19, 2000.Pamela City of Apache Junction Library Board of Trustees Regular Meeting June 6, 2000 Page 4 b.Continued discussion on Board vacancies: reported that she has been informed that the request for the full-time Library Clerk II was reduced to a V2 time Library Clerk I.The request to make the Secretary position full-time was reduced to 3/4 time.Requested increases for adult programs, temporary personnel services, books and audio/visual materials were not funded.Our request for $9,100 for capital outlay was reduced to $1,100. We were permitted to add a public access copy machine in this current budget.The Library budget that has been submitted to the Manager shows an increase of $11,488 over last year's budget but the additional personnel that are still in the budget up to this point represent an increase of $15,563.This means that the operating portion went down some from previous years.As the budget currently stands, it will allow us to perform essentially the same services that we provided last year. Pamela Loui reported that one person showed up last night for interviews, Beverly Kimball -Wright.Sara Huerta did not come.There is only a potential of one possible appointment in two weeks.They could appoint the person they interview to finish Peter Nolan's term which was not to expire for another year.When they do all of the interviewing for all of those vacancies that come about at the end of this month, they could interview again.Pam stated that she would talk with Kathy Connelly and see what her plans are; how soon the Council has indicated to her that they want to get going on this. City of Apache Junction Library Board of Trustees Regular Meeting June 6, 2000 Page 5 7.New Business: a.Report of the Friends of the Library By Linda Overacker, President:Linda Overacker stated that her vision is to gather into the Friends of the Library, more membership, more interaction between the business community and an interweaving of all these different factions.In order to do this we have to go out and show them we have wonderful, new, exciting programs and that we will accept whatever amount of time that they give us, that we are willing to be flexible and work with their schedule.We have to be able to show them that being a Friend is a really fun thing to do. Linda has e -mailed every library and every Friends group across the entire state.The response has been overwhelming.By reaching out to these groups we are now networking. Through this effort Linda is now on the Board of the Arizona Library Friends and also on the Board of the Talking Books Friends.Through the Talking Books Friends Linda has met Tom Ambrose, Vice President of Publicity for the Suns.He told Linda of different programs, including downloading a grant application.Linda also met Carol Shot, who is on the Board of the Desert Botanical Gardens.Carol's aunt was Nina Mason Pullium who died and left $400,000,000.Of this amount, $11,000,000 is distributed yearly.By making this contact we were invited to apply for funding.Linda would meet with Pamela Loui to discuss the best City of Apache Junction Library Board of Trustees Regular Meeting June 6, 2000 Page 6 way that we can apply for these various grants. Linda commented that within a year, we would like to have a Junior Friends. Linda stated that she would like to do a "Cactus On Parade", sponsored by all the Friends of the Libraries.Other Friends are thrilled with the idea.Linda has already gotten a price from the fiberglass people and e -mailed the Artist Association of Arizona.She has approached Mr. Bidwell to sponsor this. This project would interweave the artists and the community.All the Friends groups would auction the cactus off at the end of the project.The potential is unbelievable. Linda reported that the Friends held a Tea for the endowment fund but it was not very successful.She stated that the next time she would be having a pizza party. At their next meeting the Friends will be talking about taking business memberships.Linda requested that the Board supply contacts such as businesses, school district or anything else they can supply.Linda would like to report the progress of the Friends to the Board quarterly. b.Report from Youth Services Department on the Library's Summer Program:Elizabeth Burks passed out pretzels to the Board members and reported that Lana Hayes, our part-time Library Assistant had asked the airlines if they would donate peanuts that we could give City of Apache Junction Library Board of Trustees Regular Meeting June 6, 2000 Page 7 to the children who register for the summer reading program, which is entitled "Read Your Way to the Ballpark".America West sent lots of pretzels. Read Your Way to the Ballpark is co- sponsored by the Arizona Diamondbacks and the Arizona Republic. Jack A. Lope, the Summer Reading mascot, will be coming to our library the last week of June.Children are eligible from age 0 to 18.Prizes that were provided by the Diamondbacks and the Republic will be awarded.Every time a prize is won the reader also gets an entry for our weekly prize drawing, which is a certificate that can be redeemed for two tickets to a Diamondbacks' game.When through the reader gets his/her name entered into the All Star Reader box.The All Star Reader drawing is done on August r t.If their name is drawn they then go to a specific ballgame at B.O.B. on August 18 th.They will join the All Star Readers from the other libraries and go down onto the field.Their names will be announced. So far 702 children have registered for this program.Registration began May 22".During the first week of registration school was still in session but we had 358 children registered.The YA (Young Adults) program has 93 signed up.This brings the total to 795 involved in the Summer Reading program. Last year we registered 981 children and 109 young adults, a total of 1,090.The City of Apache Junction Library Board of Trustees Regular Meeting June 6, 2000 Page 8 count is above where we were last year at this time. The Young Adult program was developed in-house and Harkins Theatre is sponsoring this.If the young adults are interested in baseball we encourage them to sign up for the first program then sign up for the second program when the first is finished.Prizes are awarded when they finish each level. Level 1: a popcorn coupon for free popcorn at the theatre.Level 2: two Skateland passes.Level 3: a two -for- one movie pass at Harkins.Level 4: a drawing entry to be put in one of two boxes.One box to win two computer games the other box to win two Skateland passes and two movie passes. Level 5: a refill cup.Level 6: a drawing entry for a CD -player (made possible by the Friends of the Library).Level 7: a paperback book.Level 8: two movie tickets and one entry for the grand prize drawing which is a private screening at the Harkins Theatre. Today we had a "Harry Potter" party with Richard Rossner, a professional voiceover man.With the two programs we had over 100 children. Last week we had the Aces Clown Band which was very good.Next week will be Magical Michael Steele, by popular demand.Rich Ihle with the Reptile Adventure will be here on June 20th. We are having Stan Tang, a professional cartoonist, coming to do two programs. In July we are doing a Laura Ingalls City of Apache Junction Library Board of Trustees Regular Meeting June 6, 2000 Page 9 7h.Setting of date and time of Special Board meeting to discuss and approve The Library Board Annual Report: c.Nomination and vote on new Board Secretary: Wilder Day.This will be a very intensive day. Next week the teens are going to put on an improv party, planned by the Teen Advisory Board.The Friends are going to provide pizza and the teens that come will bring their own drink. The Diamondbacks are also sending Bobby Freeman, the musical mascot(organist), June 15 th at 10:00 a.m. Wal-Mart will be sponsoring our library card sign-up month in September and they are giving us two bicycles to give away.We are planning on a big library card sign-up month. Barbara Gardner motioned to move item 7h to this location on the agenda.The motion was seconded, approved and moved. After discussion a Special Board Meeting was set for Monday, June 26, 2000, at 6:00 p.m., since members will not be available after that date and a quorum is needed to approve the Library Board Annual Report. The position of Secretary needs to be filled at this meeting so the Annual Report can be signed and sent to the City Clerk.New officers are to be voted in at the August meeting since there will be no July meeting of the Board. City of Apache Junction Library Board of Trustees Regular Meeting June 6, 2000 Page 10 d.Approval of Board's letter to Border's Books: Pamela Rineholt nominated Scott Gardiner for the Board position of Secretary and Andrea Hinkel seconded the motion.A roll call vote was taken and passed unanimously. A thank you letter to Border's Books was presented to the Board and all members agreed to have it sent. e.Discussion on cost of a library card for those not in a reciprocal borrowing area:Pamela Loui reported that our fee is $10.00 if you are out of the reciprocal borrowing area and you want a card. Other libraries take their city funded budget amount and divide that by their in -city resident population.If we do this for our library and we use the city estimated total of 26,050 population and the current fiscal year budget it come out to $31.85 per capita.If we use the 1999 state population figure, which is lower at 24, 480, it comes to $33.89 per capita. You could go as high as $35.00 annual fee and still not be outrageous.When people hear that its $35.00 they are not going to check out materials here.There is no pressure on us to do this but it would encourage other libraries to stay in a reciprocal relationship with us. After discussion it was decided by the Board to not act at on this at this time. f.Discussion on possibility of changing the meeting time for the Board:Pamela Loui reported that, in December, the City publishes the meeting times of all the boards.She recommends that if the board wants to change the meeting City of Apache Junction Library Board of Trustees Regular Meeting June 6, 2000 Page 11 g.Review, discussion and vote on policy Changes to be recommended to the City Council: h.Setting of date and time of Special Board meeting to discuss and approve The Library Board Annual Report: 8. Call to the public: 9. Requests for future agenda items: time from the time set now, it become an item that is acted on in early December or November for the January meeting because we will be asking the Clerk's office to do additional postings if we change now.A bill was passed that stated that it was no longer a requirement that it be the first Tuesday of the month. Barbara Gardner suggested placing this item on the November agenda. After reviewing and discussing the proposed changes Pamela Rineholt made a motion to: Add "borrowing limit of 15 per card", page 7; change the first sentence on page 17 to read, "The video collection may contain instructional, educational, children's, and classic film titles"; change the check-out time on videos to "4 day", page 17; change the number of videos per family to "6", page 17; add "A.R.S. 13-3501, 13-3506, 13- 3507 and 13-3508" in parentheses, after the first paragraph under legal use on page 30.Andrea Hinkel seconded the motion.A roll call vote was taken and passed unanimously. This item moved to after item 7b. Linda Overacker stated that the $35.00 card fee was not a bad deal.Anyone who is a reader will not object to it. Old Business: City of Apache Junction Library Board of Trustees Regular Meeting June 6, 2000 Page 12 10.Adjournment: President Secretary Update of Library Budget request for 2000/01 Continued discussion on Board vacancies Final report on Library's Summer Program New Business: Nominations and vote on new officers Meeting adjourned at 8:05 p.m.