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HomeMy WebLinkAbout2002-04-11 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting April 11, 2002 A regular meeting of The Board of Trustees of Apache Junction Public Library was held April 11,2002 at 6:01 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. Roll Call Present Virginia Foat Pam Stoelk Barbara Gardner Beverly Kimball -Wright Theresa Nesser Stephen Flynn Staff: Pamela Loui, Library Director and I .Acceptance of Agenda: 2.Acceptance of minutes for March 7, 2002 regular Meeting: Absent Barbara Mueting Spencer Paden, Library Manager 3.Call to the Public: 4.Correspondence and Communications: 5.Librarian's Report: The question of accepting the agenda for the April 11, 2002, regular Meeting was placed before the Board and was accepted by general consent. The question of accepting the minutes for the March 7, 2002, regular Meeting was placed before the Board and was accepted by general consent. None present. None. Pam notified the Board about the OneBook Arizona program this month.This program is happening statewide. The idea is to get everyone to read the same book at the same City of Apache Junction Library Board of Trustees Regular Meeting Page 2 time.Those who read the book can receive a pin from the library.The book chosen is Animal Dreams by Barbara Kingsolver. Pam reported another busy month for the Library.Patron statistics continue to increase.Weeding of material continues in anticipation of upgrading computer software. Children's programs continue with eight regular story times and 184 in attendance. There were four baby times with 70 in attendance.Four school visits included 164 attendees.There were four Tots' n Books programs with 51 attendees. The young adult programs included one Teen Chat Café with 36 attendees and one TAB meeting with 15 in attendance.Adult events included 11 computer classes with 99 attendees.There were four sessions of the Writers Club with 30 in attendance.A "Potpourri" book discussion and Mystery Book discussion were held. A Hiking Arizona program was held with 42 in attendance and five "one on one" PIT stop sessions were held. 6.Old Business: a.Discussion on 2002/2003 Budget: The Library's budget has been submitted to the Budget Committee for review.Pam has asked for 2 non -classified, full-time equivalent positions and 2 classified, full- time equivalent positions.These positions include two part-time Library Pages, one part-time Computer Intern who will be doing technical/computer work, and one part-time Computer Lab Assistant responsible for helping patrons using computers and teaching computer classes. The classified positions would include making the part-time Library Assistant at Youth Services full-time.It would also include making the part-time Library Clerk position at the Circulation Desk full-time. City of Apache Junction Library Board of Trustees Regular Meeting Page 3 We are also asking for a secretary for the staff.We need someone to handle payroll and supplies for staff and the library. Additional requests include an increase in supplies, materials budgets, and technology. We are requesting a Library Consultant in the category of Other Professional Services. This person will come in and look at where we should be with our building and services. It also includes a customer phone survey done by a professional organization. Business Conferences has increased to accommodate for staff to attend the National CODI/HUG Conference for customers of epixtech, inc.At conference staff learn about new products and the development in software.The training budget, office equipment maintenance, and software maintenance substantially increased to accommodate current and future needs for the integrated system. The library recently completed an Intergovernmental Cooperative Purchasing Agreement with Maricopa County. This will allow us to use the Maricopa County contract for databases that they recently negotiated.We will be able to increase the number of databases that can be accessed from home if our request for increased funding is approved.We have also asked for a color copier. We have asked for the first phase of a materials Digital Flow Management System.We have investigated radio frequency ID tags.This technology will soon revolutionize how businesses handle inventory.The tag will record information about the item to which it is attached.Eventually security gates will read the tags to tell if the book is checked -in or out.We are also requesting a minivan this year.We are planning to use it primarily to deliver materials to our deposit collections at the daycare centers and as a courier service for interlibrary loan to Mesa Public Library.In addition, we would like City of Apache Junction Library Board of Trustees Regular Meeting Page 4 b.Review and possible vote on the Emergency/Disaster Plan: c.Review and possible vote on the Procedures Manual: to use the van for neighborhood meetings and possibly provide storytimes from the back of the van.The third use would be to take staff to meetings and training sessions. Motion was made by Barbara Gardner to accept the budget as proposed by Library Administration.Motion was seconded by Beverly Kimball Wright.A roll call vote showed all members present were in favor. A packet was created with consideration to all the additional requests made by the Library Board at the last meeting.The Library Board reviewed all the changes. Motion was made by Barbara Gardner to accept the Emergency/Disaster Plan. Motion was seconded by Virginia Foat.A roll call vote showed all members present were in favor. Changes made by the Library Board at the last meeting were completed and added to the Manual along with additional staff recommendations.Two changes specified at the meeting were as follows: Page 1 - #5 the word "their" was changed to the words "his/her" Page 10 — The word "Patrons" was changed to say "A patron." Motion was made by Barbara Gardner to accept the Library Procedures Manual. Motion was seconded by Pam Stoelk.A roll call vote showed all members present were in favor. City of Apache Junction Library Board of Trustees Regular Meeting Page 5 7.NEW BUSINESS a.PLA Conference overview: b.Discussion and possible vote on "Food for Fines" month: Spencer discussed his attendance to the Public Library Association Conference with an emphasis on the technical sessions offered. Virtual Reference is the idea of handling questions over the Internet. Similar to Internet chatting, you could virtually walk patrons through how they might get to their needed information.This would be a 24 hour reference service, covering even the hours that the library is not open.This outside service will supplement the library's efforts. Pam attended a program called "Re- inventing the Library for the 21 st Century." She described the rule of 1965.It stated that anything the library did before 1965 was basic.Anything the library did after 1965 was just an extra (i.e.videos/dvds).She stated that libraries must see all services they offer as important to our customers. The Youth Services staff has requested a "Food for Fines" program for May.This will give kids the opportunity to decrease Or remove fines on their cards in time for the summer reading program.A dollar is removed from the patron's file for each can of food or any non-perishable food item brought to the library.Patrons will not be allowed to use this program for any costs related to damages they have incurred. Motion was made by Beverly Kimball- Wright to approve "Food for Fines" for the month of May, 2002.Motion was seconded by Barbara Gardner.A roll call vote showed all members present were in favor. City of Apache Junction Library Board of Trustees Regular Meeting Page 6 c.Reminder of terms due to expire June 30, 2002:Board members Stephen Flynn and Barbara Gardner have terms due to expire on June 30, 2002.Stephen Flynn has requested to be considered for re -appointment to the Library Board.Barbara Gardner requested time to consider her response before making an additional commitment to the Library Board. 8.Request for future agenda items: 9. Adjournment: President Secretary Old Business. 2002/2003 Budget update OneBook AZ update New Business. None identified. Meeting adjourned at 7:34 p.m.