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HomeMy WebLinkAbout2003-10-09 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Regular Meeting October 9, 2003 A regular meeting of The Board of Trustees of Apache Junction Public Library was held October 9, 2003, at 6:00 p.m. at the Apache Junction Library pursuant to notice as prescribed by law.With both the President and Secretary absent, Vice President Rhonda Jackson conducted the meeting and appointed Theresa Nesser as acting secretary. Roll Call Present Absent Rhonda Jackson Theresa Nesser Joyce Payne Michael Klatt Staff: Pamela Loui, Library Director I.Acceptance of Agenda: 2.Acceptance of minutes for September 11, 2003 regular Meeting: Virginia Foat Beverly Kimball -Wright Stephen Flynn The question of accepting the agenda for the October 9, 2003, regular Meeting was placed before the Board. •The agenda was then accepted by general consent. The question of accepting the minutes for the September 11, 2003, -regular Meeting was placed before the Board and was accepted by general consent. 3.Call to the Public:None. 4.Correspondence and Communications:There will be a "Working Together" workshop sponsored by the Chandler Friends of the Library, the Arizona State Library and Archives and the Arizona Library of Friends at the Chandler PublicLibrary on November 14 th. 5.Librarian's Report:Pam reviewed the monthly report.Increases continue in every category for circulation. Patron visits have increased and materials continue to be 'added.Programs continue,with2 storytimes and 54:attendees, and 1 City of Apache Junction Library Board of Trustees Regular Meeting Page 2 6. Old Business: a.Update on "Planning for Results." 7.New Business: a.Friends of the Library update. babytime with 18 attendees.There was one school visit with 19 attendees.Three parent/child workshops were held with 55 in attendance.There was one TAB meeting with 13 attendees and a Teen Game Night with 24 in attendance.Adult events included the Old Town Neighborhood meeting and 4 sessions of the Writers Club with 19 in attendance. Pam will be meeting with the "Planning for Results" facilitator, Wendy Skevington, the Director of the Holbrook Public Library. Pam would like to remind everyone that one member of the Library Board will need to serve on the planning committee.There will be 3 regular meetings held.Pam also asked Board members to think about people from the community that they believe would be good representatives to serve on the committee. Kate Spillman provided a report from the Friends of the Library.The Friends of the Library sponsor most of the programs presented for the public by the Library. Some of these programs include the Annual American Girls Tea,Battle of the Books, and National Library. Week.Other programs sponsored by the Friends include babysitting classes given by the American Red Cross, staff recognition programs, adult summer reading program and special programs that include guest speakers and entertainment performances. They also help sponsor the teen and children's summer reading program and the "Reading is Fundamental" program.Upcoming events include the annual "Friends of the Library" luncheon at the Painted Mountain Golf Club City of Apache Junction Library Boar-d of Trustees Regular Meeting Page 3 b.Discussion on the possibility of pursuing grant opportunities for a bookmobile and other library projects. c.Meet Library staff member d.Information and update on migration to Horizon software. on October 14 th and Book Sale on November Theresa Nesser asked to place this item on the agenda.Last month, Roger Hacker notified the City that they had applied for and received a CDBG grant to purchase a new mobile command unit for the police department.Up to $300,000 is available to the community for these things.Theresa was interested in finding out if this type of grant could be used to pursue a bookmobile for the library.Pam discussed that there was a recent meeting with City staff members where the rehab of the library and senior center was mentioned.Pam believes that if we can get the Board and City staff to generate support for the remodel effort, it may be the way to go for this year. Although Pam did mention the bookmobile at this meeting, it received less favorable attention than the remodel.There are additional maintenance costs associated with the bookmobile that are not covered by CDBG that would also need to be addressed. Mary Joy Zuik is a Library Assistant in the Youth Services Department.She assists with the reading programs, does the Babytime program and started the AJ kids book club for elementary school kids.Mary Joy also assists with the Battle of the Books and the collection development and maintenance.She also helped start the American Girls Tea.Mary Joy has been with the library(about 5 '/2 years. We are done with the training and migrating of data to the new system.As of this morning we ,are officially on the Horizon system.The benefits are that we have new hardware and will be supported by our MIS City of Apache Junction Library Board of Trustees Regular Meeting Page 4 e.Discussion on amnesty for patrons for the month of December in preparation for Implementing the Debt Collect software in January of 2004. f. department.We will be in a much better position to move forward with using Debt Collect and Cybraryn software.Another benefit is the ability to look at videos and dvd's by collection in the catalog.We did not have this feature before.It is a Windows based program and is much easier to use. We have software called Debt Collect and it will allow us to use a collection agency. Instead of downloading something off of the system there is a way to transfer files to the agency. The agency would handle collections for us.Pam thought that December would be a good month to allow patrons to bring back their materials without any fines or questions asked.This is just a request that patrons bring back their items, turn them in and get their records cleared so they do not get sent to collections. The patron would not have to pay the fine if returning the items. This would be a last chance before they go to collections. Theresa Nesser made a motion to declare the month of December 2003 a month of amnesty to return past due library materials. Michael Klatt seconded the motion.All members present were in favor. Discussion on whether or not to hold the December meeting due to conflict with the Arizona Library Association (AzLA) Conference.The December meeting will be on the same night as the Library Conference in Phoenix. The conference ends at 5:00 p.m. and Pam will have a hard time getting back to the Library by 6:00 p.m.Pam would like the Board to decide on either canceling the meeting for the month of December or decide to have it -a -week earlier.Motion was made by Joyce Payne to cancel the City of Apache Junction Library Board of Trustees Regular Meeting Page 5 8.Request for future agenda items: 9. Adjournment: December 11, 2003 meeting.A special meeting date will be determined at theNovember 13 th meeting if necessary. Motion was seconded by Michael Klatt and all members present were in favor. Old Business. "Planning for Results" update. Migration to Horizon update. New Business. Meet library staff member. Determine whether or not a special meeting will be needed in December. Meeting adjourned at 7:15 p.m.