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HomeMy WebLinkAbout2001-06-14 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting June 14, 2001 A regular meeting of The Board of Trustees of Apache Junction Public Library was held June 14, 2001 at 6:00 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Absent Virginia Foat Scott Gardiner Barbara Gardner Beverly Kimball -Wright Barbara Mueting Theresa Nesser Staff: Pamela Loui, Library Director 1.Acceptance of Agenda: 2.Acceptance of minutes for May 10, 2001 regular Meeting: 3.Call to the Public: 4.Correspondence and Communications: 5.Librarian's Report: The question of accepting the Agenda for the June 14, 2001 Regular Meeting was placed before the Board and was accepted by general consent. The question of accepting the minutes for the May 10, 2001 Regular Meeting was placed before the Board and was accepted by general consent. None. None. Pam Loui reported that the Library has had an exciting month as the close of the fiscal year is approaching.Pam welcomed Sancie Lee -Brown as the new Library Secretary.The monthly report shows that monthly statistics are still very good.The Library continues to City of Apache Junction Library Board of Trustees Regular Meeting June 14, 2001 Page 2 show an increase in the number of books and videos that are checked out.Start Smart deposit collections do not have much activity for the month, as Head Start is not in session.Use of those collections will pick up again in the fall. The audio and videocassettes use statistics are good. The in-house computer use is increasing due to the Gates computers that were added. Magazines are at normal usage.In- house video use has dropped some from last year.Patron visits are up.New patrons, both adult and juvenile have gone down some over the previous year. More books, audio books and videocassettes are being added.The Library is also adding more DVD's and CD's and continues to withdraw old materials as new materials arrive. Volunteer hours are at 338.75. Children's programs continue with story times. Two school visits have taken place.Bobby Freeman, the Diamondbacks' Organist was here again this year.The Arizona Republic and the Diamondbacks again are sponsors of the summer reading program. May had a summer reading registration of 406.The Teen book discussion group included 3 teens.The Teen Coffee House was very successful with 26 in attendance.Ten adult computer classes were offered. Four sessions of the Writers Club meeting took place.Three book discussion groups were held. "Real to Reel" had 0 participants.The "Mystery Book" discussion included 6."Gentle Reads" included 4.The Interagency Pinal County Group had 9 attendees. There were seven student visits with 16 hours for literacy.A trainer from "Destinations" worked with staff members and brought several of them up City of Apache Junction Library Board of Trustees Regular Meeting June 14, 2001 Page 3 6.Old Business: a.Update of Library budget request for 2001/2002: b.Building expansion report and discussion: to speed on how to use the system. Superstition Mountain Campus of Central Arizona College ended its co- sponsorship of the Library's literacy program.The Library will reorganize and decide what to do to make the program more effective.The Library will not initiate any new cooperative efforts for literacy with CAC at this time. Pamela Loui discussed that the Council will be acknowledging receipt of the total budget proposal at the next regular Council meeting on June 19, 2001.This is also when hearings and work sessions will be set.It is believed that there will be a special work session devoted to reviewing the budget request.The City budget committee made some cuts from what was proposed by Library staff and the Board, including the additional Library Clerk II position.It was proposed to make the Secretary position full-time as of October 8.The Periodical budget was increased. The extra requests made for books and audiovisual were not recommended.The City is working on a salary classification plan and will keep a pool of money to implement findings that the Council decides to adopt.Funds were recommended to do the upgrades to the Library's automated system. Pamela Loui stated that there was no new information as negotiations are still in progress.The building expansion report will be placed on the next agenda. City of Apache Junction Library Board of Trustees Regular Meeting June 14, 2001 Page 4 c.Discussion of legislative campaign tabled from the May 10, 2001 meeting:Motion was made by Theresa Nesser that the discussion on the legislative campaign that was tabled from the previous meeting be deleted.Motion was seconded by Barbara Mueting.Roll call vote was taken and passed unanimously. d.Review of Library Policies Pamela Loui discussed the Children's Internet Protection Act and the Neighborhood Children's Internet Protection Act.Both of these acts relate to internet safety issues. The state library will require libraries to certify that they have complied with measures in order to receive certain e -rate funds or certain LSTA funds.E -rate is the discounted service for internet.The Library has received some e -rate funds in the past and is working on filing some e -rate forms for the next year.In order to comply with the law, the library must certify that they meet 3 basic CIPA requirements or that they are undertaking actions to meet the requirements.The requirements are: The Library must use blocking or filtering technology on all computers with internet access. The Library must have an internet safety policy.The Library must hold a public meeting to discuss the internet safety policy.As a staff, the Library must decide whether or not the third option to hold a public meeting to discuss the internet safety policy has been met.Pam reported that she believes that the Library has met the third option because in order for the City Council to have adopted this "Acceptable Use Policy" originally there City of Apache Junction Library Board of Trustees Regular Meeting June 14, 2001 Page 5 was a public hearing.The materials will be read through together as a team and a determination made as to whether the fact that a public hearing took place even before this became law is acceptable. The Library is not in jeopardy this year as there is an option which allows that the Library is currently working on undertaking actions to comply.The Library will meet as a staff and make sure that we are comfortable with it and run it by the City Attorney and make sure that he is comfortable that we have met with compliance. Barbara Gardner discussed the following items within the policy:The Children's Materials Selection policy. Barbara stated that she had a handwritten note that said, "not harmful to minors per ARS 13-3501 definitions."She asked the Board if it had been previously discussed to include something regarding harmful to minors under the Children's Materials Selection Policy. Pam stated that she did not believe the law requires us to put an ARS statute number there.Barbara asked that if it is in the ARS's that something cannot be harmful to minors, then should that phrase be included in the Children's Materials Selection policy at some appropriate point?Pam stated that the policies do not include all aspects of law that the statutes address.At one time the feeling was that the more you put in ARS numbers, the more likely you were to eventually have to change the policy if the laws changed. Theresa Nesser suggested putting in a statement that refers to what Arizona revised statutes mandate or dictate but not specify a number.Barbara agreed with the concept offering the verbiage "in City of Apache Junction Library Board of Trustees Regular Meeting June 14, 2001 Page 6 accordance with state and federal laws." Pam stated that this much of a change would require a whole ordinance and resolution from the City Council and that the Board must be sure that they really want to do this.Board members discussed making a statement of purpose placed at the front of the policy book with everything else following.Barbara also had another handwritten note that she thought was significant.This was on Video Viewing Center Guidelines.This handwritten note added that X-rated videos are not allowed per an ARS statute. She asked if we want to put it in and state "X-rated videos are not allowed per ARS" without a need to cite the statute number.Barbara felt this would provide some backing for the policy, and strongly recommends that we put this in.Barbara also discussed virus/downloads.Assuming patrons can bring in their own disk to download information, are they required to have any of our technology staff check for viruses before they put the disks in?The answer was no.Pam stated that most people do not bring their own disks into the Library.They buy them from the Friends of the Library desk.It is possible the way the policy is written now that a patron could bring in a personal disk.The reason that we did that was that not everybody wants to pay as much as the Friends of the Library charge for a disk.Barbara stated that it looks like the policy is saying that the Library is not to blame if a patron catches a virus.Barbara stated that she is more concerned about catching a virus from the patron.Pam stated that the Library's virus protection on the computer system is strong but she will talk to Spencer to see if there is a way to City of Apache Junction Library Board of Trustees Regular Meeting June 14, 2001 Page 7 strengthen protection.Barbara suggested that we modify the language regarding downloading to a personal disk only, not downloading to the Library system.Barbara also discussed sanctions, which state that if you violate the Acceptable Use of Electronic Information Systems policy you will be refused Library access.Barbara inquired as to whether this statement is a bit stringent and added that she is not sure of the management of the whole thing. Barbara acknowledged that a violation on the electronics portion of the Library agreement would be grounds to ban someone from usage of that portion but was not sure that a ban from the whole Library would be necessary. Barbara stated that she thinks it would depend on the particular violation. Barbara was not sure why the patron could not still access the print materials and just be denied the computer access.Pam stated that people who have been removed from the Library have been warned and are not usually the type of people that use print resources.They are very threatening and they bother other patrons.People are not kicked out if they just get past a filter to a pornographic site.Some like to see how far they can go.They are warned multiple times before they are kicked out.Barbara asked if anyone on the Board or Pam's staff would like to work on an introduction or forward to the policy.Pam said that she could do that or if the Board wanted to get together and make some suggestions we could do that as well.Barbara Gardner and Theresa Nesser will meet with Pam to work on this. f:Report on E -Books Theresa Nesser went onto the Net- Library website and set up an account. City of Apache Junction Library Board of Trustees Regular Meeting June 14, 2001 Page 8 7.New Business: a.Discussion on ways to do volunteer recruiting. b.Report from Youth Services Department on the Library's Summer Program. She typed in Peter Pan and read it online.This was a free e -book online. Pamela Loui stated that we are on hold with purchasing e -books this fiscal year. Since there is going to be a contract involved, it will not happen in this budget year.In addition, an upgrade of the Dynix software must be completed before we can put the Library e -books on our website. Theresa Nesser suggested that the Library internally advertise with posters or signs to inform patrons about the service and how they can go on the internet and get accustomed to it. The Board discussed doing a press release and also placing a classified ad in the paper to announce the need for volunteers. Liz Burks reported on the Youth Services Summer Program.Review of the handouts was as follows:The summer reading program this year is entitled "Extra! Extra! Read Your Way to the Ballpark."Our main sponsors this year are the Arizona Republic and the Arizona Diamondbacks.Prizes include a Jackalope (the mascot of the program) sticker, sidewalk chalk, a paper airplane, two note pads, a pencil and a folder.The ending prizes are a softball and a coupon for a free ticket to a Diamondbacks game.Registration for City of Apache Junction Library Board of Trustees Regular Meeting June 14, 2001 Page 9 this program so far this year has been 1,147.The second program is "Solve Mysteries—Read!"The kids will get entries for a drawing.The giveaways will include books and diaries and other things.This is another incentive to keep on reading."Listeners Summer Fun" is another program. Each item completed gets a drawing entry for prizes.This program goes on through July 28. Harkins Theatre sponsors the young adult program.It is called "Teen Summer Reading: A Reel Adventure." Each filmstrip piece represents 30 minutes of reading.When a row is completed the kids receive a prize. Prizes include popcorn coupons from Harkins Theatre, a Harkins cup, a Dairy Queen coupon, a McDonald's coupon, Skateland passes, a drawing for a CD and the final prize is a movie ticket. You can also enter for the grand prize, which is 13 movie tickets.138 have been registered in this program.The Library encourages the children to continue reading after they complete the programs.They will get extra sheets and have their names continually added to the drawing.Summer Events include:Bobby Freeman, the Diamondbacks' Organist.Kirby Sodderberg, the Arizona Singing Cowboy and his Wonder Horse Steel, and the Phoenix Zoo.There will also be a Storyteller and a Little House on the Prairie Day. The Thursday movie is doing very well.For $1.00 children can receive a can of soda and bag of popcorn. They watch the movie for free. The Friends of the Library sponsor these programs.Another popular program is the Teen Coffee House. Tables are set up in the lobby along with crayons and markers. City of Apache Junction Library Board of Trustees Regular Meeting June 14, 2001 Page 10 7 c.Setting of date and time of Special Board meeting to discuss and approve Library Board Annual Report. 8. Request for future agenda items: Refreshments include coffee, cold drinks, donuts and fruit.Teens can read their favorite poem, favorite passage from a book or just socialize.The Teen Coffee Shop is done in the fall and again in the spring. A new program this year was a teen scrapbooking class with 8 attendees.A couple of elementary schools are signed up for the Summer Reading Program.Four Peaks School comes in 3 times per week.Included in their activity is storytime, prizes from game boards and time to check out books.Liz reported that they also read to the Kindergarten, l st and 2 'graders at Desert Vista School. Pamela Loui recommended that the Special Board meeting be held on June 28, 2001 to discuss and approve the Annual Report. A Motion was made by Barbara Mueting that the Special Board Meeting for the Annual Report take place on June 28 and to cancel the regular July meeting.The Motion was seconded by Theresa Nesser.Motion passed unanimously. Old Business.. Update on the Library budget for 2001/02. Update on the building expansion report and discussion. Review of Library Policies. Progress report on procedures and effects of volunteer recruiting. Election of officers. City of Apache Junction Library Board of Trustees Regular Meeting June 14, 2001 Page 11 9.Adjournment: President Communication between Friends of the Library and Board Members. Terms of Library Board Members. Updated reports on Board vacancies/appointments and reappointments. Meeting adjourned at 8:00 p.m.