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HomeMy WebLinkAbout2002-02-14 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting February 14, 2002 A regular meeting of The Board of Trustees of Apache Junction Public Library was held February 14, 2002 at 6:05 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Virginia Foal Beverly Kimball -Wright Theresa Nesser Barbara Mueting Pam Stoelk Staff: Pamela Loui, Library Director 1.Acceptance of Agenda: 2.Acceptance of minutes for December 13, 2001 regular Meeting: 3.Call to the Public: 4.Correspondence and Communications: 5.Librarian's Report— Dec/Jan: Absent Barbara Gardner Stephen Flynn The question of accepting the agenda for the February 14, 2002, regular Meeting was placed before the Board and was accepted by general consent. The question of accepting the minutes for the December 13, 2001, regular Meeting was placed before the Board and was accepted by general consent. None present. None. Pam reported another busy month in December for the Library.Increases continue with books, audiotapes, and videocassettes.New patrons continue to register.Books, videocassettes, and DVD's City of Apache Junction Library Board of Trustees Regular Meeting Page 2 were added to the collection There were some withdrawals of materials.Volunteer hours have declined since last year.A comparison of the volunteer hours over the fiscal year was completed.There was only one month in which volunteer hours exceeded over the previous year.We see that our reliance on volunteers is causing some issues as we are getting busier. Children's programs continue this month with a holiday story time with 42 in attendance.There were four baby times and a "Mother Goose" Christmas program with 262 in attendance.There was one "Teen" book discussion group with five attendees.Adult events included seven computer classes with a total of 83 in attendance.One "Mystery" book discussion and one "Potpourri" discussion group were held.A Reflexology program was held with 30 in attendance. Three Neighborhood Association programs were held, totaling 275 attendees.There were 14 "one on one" PIT stop sessions held.The January report continues to show an increase in books, audiocassettes and videocassettes.In-house computer use continues to rise.Tax forms are being offered again this year and we continue to add new patrons.Volunteer hours do not show much of an increase from last month. There were six story times presented with 81 in attendance.Five baby times included 145 attendees.An Arizona Early Intervention Program was held with 11 in attendance and 3 Parent/Child Workshops (Family Place) were held with 71 in attendance. This is a workshop for infants and their caregivers.Included in the workshop are developmental toys and a variety of centers such as housekeeping, art, and music, to name a few.Different "child" experts attend each week and talk with parents one-on-one.A "Franklin" story time was held.Franklin was a City of Apache Junction Library Board of Trustees Regular Meeting Page 3 6.Old Business: a.Library Policy status update. 7.N e v Business: a.Welcome new Library Board member. costume character turtle and drew 130 attendees.Two young adult tours and one "Teen Chat Café" were held.Thirteen computer classes were completed with 153 in attendance There were 4 sessions of the Writers Club with 24 in attendance. There was one "Potpourri" book discussion held. Special programs included a "Feng Shui" and "Origami" program which brought in 35 attendees each.The big program of the month was the J.A. Jance program which drew in 125 people.A volunteer brunch was held with 44 in attendance.Five PIT stops reaching 5 individuals were held. There were 2 neighborhood programs attended by staff members.The Apache Junction Education, Health and Senior Services Program was put on for the residents of the Superstition Mt. R.V. Resort and brought in 50 attendees.A quarterly reference survey was conducted with 997 reference requests received.Of these requests, 886 were completed the same day.There were 778 answers completed on hardcopy and 108 answers completed with online sources. The Library Policies were adopted by the Council on Feburary 5, 2002, and will be effective on March 7, 2002. Theresa Nesser welcomed Pam Stoelk as the newest member to the Library Board of Trustees.Pam Stoelk heard about the Library Board position from Barbara Gardner.Both Pam and Barbara have served on several committees together.She is very excited to be participating on the Library Board. City of Apache Junction Library Board of Trustees Regular Meeting Page 4 b.Discussion on the Library Legislative Day.Pam Loui discussed Library Legislative Day on January 31, 2002.Speakers included: President of the Arizona Library Association in addition to Senator Gnant and Representative Flake.They spoke on the importance of libraries and budget issues of the State.Sharon Pennington, AzLA Chair, spoke of various bills that are currently before the House and Senate.One important House Bill to libraries is # 2283.This is the Teacher/Librarian Certification Bill.If passed, it will require that every school have a fully trained and certified Media Specialist or Librarian in their school. This person must be a qualified teacher, take additional courses, and have a library certificate.Pam also had the opportunity to speak with Cheryl Chase, a representative for Apache Junction who expressed interest in supporting this bill.We asked that as they were cutting the budget, they would go back to the state library agency and allow them to do whatever cuts needed to be made.If cuts are made to State Grants and Aid, they could jeopardize the library receiving federal dollars.LSTA,the Library Services Technology Act requires that the State show "maintenance of effort."This means that they must put money into improving libraries in the state at an equal or greater level then they did the previous year in order for federal dollars to flow to them.Pam stated that there was a time when the state failed in this effort and Arizona lost its federal money for a time.Eventually, some of the money did come back after a series of appeals by the State Librarian. City of Apache Junction Library Board of Trustees Regular Meeting Page 5 c.Discussion on 2002/03 Budget.Library staff, at the request of City Management has been working on a five year forecast for the Library.Pam has attached figures that came directly from that forecast.These are not final budget figures, but they will provide some basic knowledge of where we are seeing things happening for the Library.Pam would also like to know if there is anything that the Library Board would like to see being done.These figures are just for the coming year.Finance will be providing figures that are appropriate for the current level of staff.Pam recommended what she believes is necessary for additional staffing.This year we are seeing increases of about 23% in our circulation statistics, at the same time we are experiencing a shrinking number of volunteer hours.In addition, the number of people using the computer lab has greatly increased.Pam has provided a list of additional employees needed in the circulation department and the computer lab. Pam has also asked for an additional secretary to answer phones, handle supplies and assist with all library departments including publicity needs. Increases have been requested for books and audiovisual equipment, as no increases were provided for the previous year.Library subscriptions were increased to prepare for new databases.The Library also plans to do a virtual reference contract.During regular hours, reference requests would be directed to library staff.After hours questions would be directed to an outside vendor who would be a qualified Librarian.Another major step will be to change out the book security system.We are looking at a move toward a digital product.This will allow us to put security tags in the books, while providing new gates and new units for check- City of Apache Junction Library Board of Trustees Regular Meeting Page 6 d.Report on Volunteer Recognition Brunch. e.Discussion of Emergency Procedures/Disaster Plan. 1 Discussion of Library Mission Statement and Values. in/checkout.Eventually, the public will be taught how to check out their own materials. Other features will include: digital tags that will contain information that can be identified with a wand.A wand can be used to scan an aisle. Once scanned, information can be retrieved that indicates if books have not circulated, have been mishelved, or are missing. This can also be used to track inventory.Later on, there will be a self check -in system where a patron can bring their materials and push them through a slot. The materials will be checked in and a receipt will be printed telling what items were returned.The last piece is a sorter that would automatically route books/videos to the correct bin when they are returned through the slot.The process will take approximately 5 years to complete. Beverly Kimball -Wright attended the brunch.Everyone received a gift for their volunteer work.It was a great turnout and wonderful event.A harpist provided music. Pam asked the Board to review the Disaster Plan to see if there is anything additional they may want to add. Pam reported that all Supervisors within the Library have attended the Supervisors Academy.The mission statement and values is a result of putting into practice things that were learned during the Academy.Supervisors of each department have come together as the Management Team.Together, they are working toward a big planning project.A facilitator from Scottsdale assisted in the set up of the values and mission statement.Staff as a whole reviewed the document and made minor City of Apache Junction Library Board of Trustees Regular Meeting Paue 7 (7 changes to produce a final version.Pam asked the Board to review the mission statement and values portion to see if it fits in with how they would see the library being directed over the next 3 years. Motion was made by Virginia Foat to accept the mission statement in its current form. Motion was seconded by Barbara Mueting. A roll call vote showed all members present were in favor. Consideration and possible vote for a change of meeting date and/ortime of the March 14th,2002, Library Board Meeting, because of the Public Library Association Conference. 8.Request for future agenda items: Several staff members will be attending the Public Library Association Conference in Phoenix.Sessions will not end until 5:00 p.m.Pam has suggested that the next Library Board meeting be held on March 7, 2002, at 6:00 p.m. This is the day that our policies go into effect. Pam would like to present the Procedures Manual to the Board and have them consider adopting it at the same time so that we do not operate without a Board approved Procedures Manual. Motion was made by Beverly Kimball- Wright to change the Library Board meeting date to March 7, 2002, at 6:00 p.m. Motion was seconded by Virginia Foat.A roll call vote showed all members present were in favor. Old Business. Discussion on 2002/2003 Budget Review and possible vote on the Emergency/Disaster Plan. Secretary City of Apache Junction Library Board of Trustees Regular Meeting Page 8 VAn -74 d 1 New Business. Review and possible vote on the Procedures Manual. Meeting adjourned at 7:05 p.m.