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Home My WebLink About2001-06-28 Library Special MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Apache Junction, AZ 85219 Special Meeting June 28, 2001 A special meeting of The Board of Trustees of Apache Junction Public Library was held June 28, 2001 at 6:05 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Gardner, Barbara Mueting, Barbara Nesser, Theresa Virginia Foat Staff: Pamela Loui, Library Director 1.Acceptance of Agenda: 2.Discussion on and approval of Library Board Annual Report: Absent Kimball -Wright, Beverly Gardiner, Scott The question of accepting the agenda was placed before the Board and was accepted by general consent. Pamela Loui, Library Director, presented the Annual Report.The "services" page of the report is very similar to last year's except for the addition of DVD's and music CD's. Included is a Fixed Asset Inventory list.Within the last fiscal year, a capital item has been redefined as an item valued over $5,000.The "Fixed Assets" list is considerably smaller this year due to this change.Other items formerly in the inventory list have been classified as minor capital equipment and no longer need to be included on the inventory. The Financial Statement is based on statistics from the Finance Department and reflects the revenues and expenditures for the General Fund (001), Grants -in -Trust Fund (004) and the Library Fund (007).Pam informed the Board that the Finance Department had entered $1,050.00 in the Grants -in- Trust Fund, but it will be transferred to the Library Fund at the end of the fiscal year since it was not a City of Apache Junction Library Board of Trustees Annual Report Page 2 federal grant. This amount came from the American Library Association. Due to the State Statute requirement that this report must be filed with the Council on or before the first Monday of July, the year must always end early. These are not the "final" audited figures for the year but are the Library's receipts and expenditures for 2000/2001 as of June 23, 2001. The Library collects statistical data.The report shows reference inquiries for the year at 31,993. Interlibrary Loans show 345 items borrowed and 281 loaned.There were 3,755 new readers registered, bringing the Dynix registration to 23,141.6,256 book titles were added and 3,348 books were withdrawn.The total number of titles from Dynix, which include government documents, video and audio collections as well as books stands at 103,453 titles with total holdings of 107,919.A- V collections consisted of 5,085 videocassettes and 2,635 audiocassettes.There were also 13 newspaper and 152 magazine subscriptions. 155,639 books have been circulated over the past year.Start Smart circulation was 22,261.Also circulated were 470 magazines, 74,233 audios and 69,010 videocassettes.The total circulation for the year is 321,613.Additional statistics show in-house computer use at 26,613 and in-house video use at 642.Volunteer hours for the year were 5,533 and patron visits for the year were 196,321. Pam provided a narrative on the Adult Services discussing the Bill and Melinda Gates Grant in which the Library was able to successfully appeal the initial decision and receive 4 computers instead of the original grant of 2 computers.Popularity of the computer classes remains and the adult programs continue to draw audiences in the winter. Pam discussed neighborhood outreach and events attended by some Library staff, such as presentations to the Rotary and Kiwanis clubs. Pam presented charts, which demonstrate the growth in use of the library.These charts show an April thru March year because Pam initially City of Apache Junction Library Board of Trustees Annual Report Page 3 prepares the charts to support the Library budget request.Youth Activities were discussed and this was the year we were named a Family Place Library.This provided a grant through Libraries of the Future and enabled Liz Burks to attend a training seminar in New York.Going forward, a series of workshops will be hosted for parents and children.A play center will be set up and as the parent and children are working with the different activities in the playroom, there will also be a specialist (of various fields) who can help the parent understand their children better.This person would make themselves available to the parent for one-on- one discussions and to talk about any issues. The Baby time Storytime took place this year and was very popular."Kids Voting" was made available to kids for the first time this year and the Book Character programs brought to life a favorite character from two different books. Friends of the Library purchased American Girl Dolls from a company that presented this opportunity upon their decision to end their own exhibits.Our Smart Start program has done well this year and we will be trying to reach out to more daycares and/or preschool programs in the future. We continue to distribute baby kits for the post-partum mothers through the Women, Infant and Children program and so far have had 81 WIC mothers redeem their coupons for a free baby book.The newest part of the program is activity kits, which include mesh backpacks, toys, a book and a video or an audiotape. Gold Canyon was the winning school in the "Battle of the Books" and now houses the traveling trophy. A few young adult programs took place.The Teen Advisory Board sponsored two teen coffee houses. Two new programs presented were "The Teen Mystery Party" and a holiday play entitled "The Baker's Dozen." Members of The Teen Advisory Board put out a monthly newsletter called "Lost in the Library." City of Apache Junction Library Board of Trustees Annual Report Page 4 "Extra! Extra! Read Your Way to the Ballpark" is the new summer reading program where elementary and middle school children can participate. There was also the young adult summer reading program, "Teen Summer Reading: A Reel Adventure."As a final note, our Youth Services Librarian put together a "word for our sponsors" to make everyone aware that all the youth services programs are sponsored, in part or in whole, by the library's Friends of the Library group. Pam discussed comparison charts prepared as a reference point for the Board to show how the statistics compared to previous years.There was a decline of in-house video use. Volunteer hours are varied on the chart and this may be due to the addition of more student positions over the years. As students fill jobs, there is less of a need to recruit volunteers. Volunteers are still very important, as there are other things that they do to assist in the maintenance and workflow of the Library.The circulation statistics show how collections are doing and where the big jumps are.Pam believes that one of the reasons that book circulation increased was because Susan Walker made great effort in getting multiple copies of popular books, paying close attention to the best seller list and purchasing copies of those books requested by 3 or more patrons. Audio books are also becoming more popular as are videos and DVD's.We are seeing fewer requests to borrow materials and fewer requests to loan materials. This may be partially due to the great amount of information provided on the Internet. Following the discussion, motion was made by Theresa Nesser and seconded by Barbara Mueting to approve the Library Board Annual Report as written.Motion passed unanimously with a roll call vote. City of Apache Junction Library Board of Trustees Annual Report Page 5 4.Adjournment:Meeting adjourned at 6:40 p.m. President Secretary