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HomeMy WebLinkAbout2000-12-05 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting December 5, 2000 A regular meeting of The Board of Trustees of Apache Junction Public Library was held December 5, 2000 at 6:04 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Absent Foat, Virginia Gardiner, Scott Gardner, Barbara Kimball -Wright, Beverly Mueting, Barbara Nesser, Theresa Staff: Pamela Loui, Library Director 1.Acceptance of Agenda: 2.Acceptance of minutes for November 2, 1999 Regular Meeting: Hinkel, Andrea 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 7, 2000 Regular Meeting was placed before the Board and were accepted by general consent after correcting the spelling of Scott Gardiner's name on page 4 and changing "none present" to "none" at the Call to the Public on page 6. 3.Correspondence and Communications:None 4.Librarian's Report:Pamela Loui reported that book circulation increased slightly over one City of Apache Junction Library Board of Trustees Regular Meeting December 5, 2000 Page 2 year ago, as did audiotapes and videocassettes.There was a decrease in in-house computer use and magazines. In-house video use stayed the same as one year ago.Patron visits showed a considerable drop from last month.Pam stated that this is partly because some of the November statistics were added into the October report.The library continues to add new patrons but slightly less than one year ago.Books, audiocassettes, videocassettes and government documents are continually added to the collection.Weeding is ongoing and a few books and audiocassettes have been withdrawn from the collection.Volunteer hours were at 496.8.There were nine regular storytimes held and 194 attended.One babytime was presented with 19 in attendance.One holiday storytime was held and there were 31 in attendance. The young adults held two TAB meetings with 22 attending.Adult events included 18 computer classes with 117 attending, three public access catalog sessions with seven attending, four Writers Club sessions were held with 28 participating.One Brown Bag event, "Grandparenting", was held with only 6 attending.Pam also reported on the first Brown Bag event that happened in October but was omitted from the report. This was "Birds of the Southwest", held on October 12th and 21 attended.There were 25 student visits and 70.5 student hours in the literacy program. City of Apache Junction Library Board of Trustees Regular Meeting December 5, 2000 Page 3 Pamela also reported attending a joint Friends of the Library and Library Staff area meeting in Tempe on November 27 th.Libraries and Friends groups represented there were Chandler, Scottsdale, Maricopa County, Phoenix, Mesa and Apache Junction.Two representatives from our Friends group attended.Pam stated that she thought this was something that was going to happen a couple of times a year or at least annually. Pamela spoke to the Rotary Club onNovember 28 th with Linda Overacker, FOL President.She stated that there were about 26 people in attendance. Pamela talked on our library services and our need for expansion.Linda presented a session on "Cactus On Parade".A lot of positive comments were made. The Citizen's Leadership Institute was held on November 30 th.There were at least 24 in attendance.Barbara Gardner and Beverly Kimball -Wright were both present.The Library takes part in one session at these classes. Pamela also attended a Maricopa County Library Council Meeting on November 30 th.At the time the East Valley Information Network disbanded, the Maricopa County Library Council voted to allow Apache Junction into the Council.This is an opportunity to hear from other Library Directors of what is going on in Maricopa County and get involved in some of the programs. City of Apache Junction Library Board of Trustees Regular Meeting December 5, 2000 Page 4 5.Old Business: a.Reminder of Legislative Days, January 25, 2001: 6.New Business: a.Report on Christmas Program: Pamela was elected to be Maricopa County Library Council Secretary in 2002. The most recent list of Legislators was passed out to the board members. Districts for our area are #4,#7 and #21. Scott Gardiner suggested we try to obtain the listing that has the photographs of the Legislators so they are recognizable at the Legislative Days event.The State Library usually sends more information before the event. Scott stated that there was a good source at the Secretary of State's office that will forward you to someone who seems to be watching just the legislation that affects libraries.Pamela commented that board members should try to attend the Legislative Days. Pamela Loui reported attending the first session of the Holiday Harmonies and felt that everyone there enjoyed the program.There were fewer attendees at this session than the program normally draws and this was a surprise.Even more so was the report Pam received that the second session was poorly attended.This may have been the lowest turnout we have ever had. City of Apache Junction Library Board of Trustees Regular Meeting December 5, 2000 Page 5 b.Discussion of recognition to Teen Advisory Board members: c.Report and discussion on the AzLA Conference: Scott Gardiner suggested sending a letter of recognition to the TAB members. Pamela Loui stated that she will talk to Liz Burks about the TAB recognition party and recommended that when it is held in the spring some of the library board members attend.Pam also commented that the times the members of the Board have participated in this event it has meant a lot to the kids and to their parents. Barbara suggested sending a letter, on Christmas paper, to the individual members of the TAB.Scott Gardiner motioned that a letter be sent to the Teen Advisory Board members for Christmas, thanking them for all their assistance and help.Theresa Nesser seconded the motion and a vote was taken and passed unanimously. Barbara Gardner went to the AzLA Conference on Thursday and attended four sessions. The first session was on the Maricopa County Library District, incorporating electronic books into their circulation system.One way they are doing this is by purchasing electronic books.With this system books cannot be lost, damaged and are never returned late. The other option is by purchasing rocket books, which are the readers.These are about the size of a planner and cost City of Apache Junction Library Board of Trustees Regular Meeting December 5, 2000 Page 6 about $300 each.The library then downloads different genres to each rocket book and the patrons check these out.Barbara would like to see the library explore the possibility of the checkout on-line and bring up the e -book topic at another meeting. Barbara also attended a couple of sessions on MARC (machine readable cataloging) records.There is a new reading assessment that she thinks the library should be aware of.She stated that this is called LEXILE and is like a reading level.Records are marked and thus indicate appropriate materials for certain reading levels. She also heard Avi speak and stated that he was a very prolific author. Pamela Loui reported attending sessions that she felt were appropriate for where the library is right now. One full afternoon session was "Tying Performance Measures to Your Goals". This covered being able to do output measures for the services provided to see if you meet objectives.This is one thing that will be done when we start our new planning process. Another session was on "Library Planning Concepts for Efficiency, New Services and Change".This was on functional programming of space needs and how to do reengineering of space and things you need to think about in City of Apache Junction Library Board of Trustees Regular Meeting December 5, 2000 Page 7 advance.The presentation was quite good. There was a section on Friday that was dedicated to Library Roundtables and Pam was secretary of one of these. On Thursday Pam attended a session by Agnes Griffin who is the Director of the Pima Public Library and Annette Meyer who is also from Tucson/Pima.This was on "Making the Case for the Materials Budget".Agnes presented some arguments that she has successfully used in getting her book budget increased over the years. Another session was on "Digitization: Why Do We Need It and How Can We Afford It?".Special Libraries Division and the Automation Group sponsored this.Jane Colby from the State Library, and Denise Keller from Pinal County Library District, were presenters at this session.This was information on putting a private collection of photographs on the computer and making it available to the public at the library.Our staff has been considering trying to do a grant for some Superstition Mountain materials. Spencer Paden, Library Manager, is heavily involved with this project. Pam also attended a session entitled "A Case For Technology Management", and reported that this session was unimpressive.The information was on creating a schedule for replacing PCs. City of Apache Junction Library Board of Trustees Regular Meeting December 5, 2000 Page 8 d.Discussion on building expansion and consultant selection process: e.Discussion and possible vote on changing Library Board meeting day: Pamela Loui reported that she has been investigating types of methods and will be looking at one called "Inviting Statement of Qualifications", as opposed to doing a Request for Proposal.The architects will tell us why they are qualified to do this project.We can interview those people and make a decision from the pool that come to us. This process will have to be approved but staff feels that it will be better than trying to outline a more detailed scope of the project. Scott Gardiner questioned what would be the controlling ideas.Pamela Loui stated that we would have to go back to the 1993 Plan and give the deficiencies to the architect so he/she can correct them by redesigning space use or by adding space. Pamela Loui stated that information from the 1993 Plan will be sent to all board members and the Building Literacy Plan will be sent to Virginia Foat and Barbara Mueting.At the next meeting we can look at the model if it would be helpful, and we can prioritize our needs.Some space that already exists will need to be remodeled.If funds are generated then we can add additional space. Barbara Gardner stated that the State Policies no longer requires a certain day when the Library Board has to meet. City of Apache Junction Library Board of Trustees Regular Meeting December 5, 2000 Page 9 Comments were made that it is hard to attend the City Council meetings when they are scheduled on the same day as the Library Board meeting.A suggestion was made to change the city ordinance to state that the board will meet once a month instead of having a specific day of the month in the City Code.Theresa Nesser motioned to submit a request to the City Council to revise the City Code to read as it does for other city boards and commissions so the Library Board will be allowed to change meeting times or days.Barbara Mueting seconded the motion.A vote was taken and passed unanimously. 7.Call to the Public None. 8.Requests for future agenda items:Old Business: Reminder of Legislative Days Discussion on building expansion and consultant selection process Discussion and possible vote on changing Library Board meeting day. New Business: 9.Adjournment:Meeting adjourned at 7:30 p.m. //gr resident Secretary /