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HomeMy WebLinkAbout2009-05-14 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES REGULAR MEETING 1177 N. Idaho Road Regular Meeting May 14, 2009 A regular meeting of The Board of Trustees of Apache Junction Public Library was held May 14, 2009 at 6:30 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. With the President absent, Vice President Rhonda Jackson conducted the meeting. Roll Call Present Everett Deidiker Marie DePalma Rhonda Jackson Dr. Jon Lokensgard Theresa Nesser Loretta Nielsen Absent Janice Stenglein Staff: Spencer Paden, Library Manager Sancie Lee -Brown, Administrative Assistant City staff:Joel Stern, City Attorney C. Acceptance of Agenda: D. Acceptance of Minutes for March 12, 2009 regular meeting: The question of accepting the agenda for the May 14, 2009 regular Meeting was placed before the Board. Theresa Nesser made a motion to accept the agenda with the request that items 1.2 and 1.5 be moved to follow item D. Marie DePalma seconded the motion. All members present were in favor. The question of accepting the minutes for the March 12, 2009 regular Meeting was placed before the Board. City of Apache Junction Library Board of Trustees Regular Meeting Page 2 I. NEW BUSINESS 2. Welcome new Library Board member. 5. Discussion and possible vote on wording for responsibilities of the Library Board as it relates to recommending an applicant for the position of Library Director. Everett Deidiker made a motion to accept the minutes. Marie DePalma seconded the motion. Dr. Jon Lokensgard abstained. All other members present were in favor. Rhonda Jackson welcomed Dr. Jon Lokensgard to the Library Board. Theresa Nesser asked that this be placed on the agenda. Theresa stated that she is not sure that the board members have the expertise needed to interview and make any selections for such a position.At the most, persons applying for this position should apply through the City's HR Department and then the Board could be part of the process. The applicants could interview with the board along with being interviewed by city staff and the board could give its opinion to Council. City Manager George Hoffman and City Attorney Joel Stern prepared wording to amend the existing bylaw subparagraph of Article VI - Responsibilities, number 2. The current paragraph reads as follows:"Interview, City of Apache Junction Library Board of Trustees Regular Meeting Page 3 E. Call to the Public: F. Correspondence and Communications: G. Librarian's Report: evaluate and recommend to the City Council the best qualified applicant for the position of Library Director.-The amendment shall replace the above wording and read as follows: "Upon request of the City Manager, assist in the process of selecting the Library Director. Illustrative examples of assistance include offering the City Manager perspective on the Library's strategic vision and the qualities and characteristics needed in a Library Director; participating in interviews of Director candidates and offering the City Manager perspective on those candidates."Theresa Nesser made a motion to change the Bylaws of Article VI, number 2 to read as above. Marie DePalma seconded the motion. A roll call vote was taken and all members present were in favor. None. Rhonda Jackson read three thank you notes from staff who recently retired. Spencer Paden reviewed the monthly report and stated that there were increases in circulation of materials compared to those of one year ago. Programs continue to be popular. City of Apache Junction Library Board of Trustees Regular Meeting Page 4 H. Old Business: 1. Discussion and possible vote on the changing of the bylaws dates for terms of office. I. New Business: 3. Discussion on comments from a library user who is requesting Joel Stern stated that this came about over a year ago. The Council discussed how they wanted to pick commission members.The old law was that the term of office would end on June 30th whenever the council term ended. Some council decided that since they were newly elected they should be able to vote on the commission and board members rather than the previous council. Theresa Nesser made a motion that Article III, Terms of Office, number I be changed to read as follows: "Trustees are appointed by the Mayor and approved by the City Council for three (3) year terms commencing on the first day of November and ending on the 31st day of October three (3) years thereafter..." Everett seconded the motion and a roll call vote showed all members present were in favor. City of Apache Junction Library Board of Trustees Regular Meeting Page 5 consideration of changes to the appearance of the metal patio fence. 4. Discussion on Library Board members volunteering. 6. Discussion on Article III, section 2 of the Library Board By -Laws. Spencer Paden mentioned that he had spoken to City Management previously who said that there is currently no money for modifications of this kind.Loretta Nielsen said that she had spoken to employees and patrons and stated that it is also a security issue. Dr. Jon Lokensgard made a motion that a letter be sent to Mari Gardner thanking her for ideas, stating that many of them have merit and that due to finances we are unable to pursue this request any further at this time. We will be looking at this again in the spring of 2010.Theresa Nesser seconded the motion. All members present were in favor. Everett Deidiker would like to encourage the Library Board members to volunteer their time to the library in any way they can. He said that:. Board members may get a different perspective from working behind the scenes. Shelving is one of the biggest areas of help needed. Theresa Nesser discussed that in her 12 years of serving on the Library Board no one, to her knowledge has ever notified the Secretary of the City of Apache Junction Library Board of Trustees Regular Meeting Page 6 J. 7. Meet library staff member. 8. Nomination and vote for President to fill office vacated by resigning Board member. 9. Setting of date and time in June for Special Board meeting to discuss and approve the Annual Report. Requests items. the Board that they were moving out of the area.Any Library Board member who has resigned notified the Library Director.A vote will be made at the next meeting as to how to modify this section of the bylaws. Meet Sancie Brown.She has been with the library since June 2001.She really enjoys her job and has had a great time working in the library. Some of her duties include: Library Board meeting preparation, timesheets, grant and budget preparation, statistical reporting, new hire coordinator and records retention. Rhonda Jackson nominated Everett Deidiker.Theresa Nesser seconded the motion. Everett Deidiker accepted the nomination. All members present were in favor. June 23rd was selected as the date to discuss and approve the Annual Report. for future agenda Discussion and possible vote on Article III, section 2 of the Library Board By -Laws. City of Apache Junction Library Board of Trustees Regular Meeting Page 7 K.Adjournment: Secretary Nomination and vote for Library Board Secretary. Confirmation of date and time in June for Special Board meeting to discuss and approve the Library Board Annual Report. Meet a staff member. Meeting adjourned at 7:25 p.m.