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HomeMy WebLinkAbout2018 11-08 Library MinutesCITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES REGULAR MEETING 1177 N. Idaho Road Regular Meeting November 8, 2018 A. Call to Order A regular meeting of The Board of Trustees of Apache Junction Public Library was held November 8, 2018, at 6:30 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. B. Roll Call Present Absent Judy Borey Samuel Graves Willie Howard Theresa Nesser Frank Schoenbeck Braden Biggs Vera Walters Staff: Spencer Paden, Library Director Sancie Lee -Brown, Administrative Assistant C. Acceptance of Agenda: D. Acceptance of Minutes for November 9, 2017 Regular Meeting and June 28, 2018 Special Meeting The question of accepting the agenda for the November 8, 2018, regular Meeting was placed before the Board. Theresa Nesser made a motion to accept the 7 agenda and Judy Borey seconded the motion. The motion passed (Voting Yes: Borey, Graves, Howard, Nesser and Schoenbeck. Library Board members Biggs and Walters were not in attendance.) The question of accepting the minutes for the November 9, 2017 regular Meeting and June 28, 2018 Special Meeting was City of Apache Junction Library Board of Trustees Regular Meeting Page 2 E. Call to the Public: F. Correspondence and Communications: G. Librarian's Report: placed before the Board. Theresa Nesser made a motion to accept the minutes. Frank Schoenbeck seconded the motion. The motion passed (Voting Yes: Borey, Graves, Howard, Nesser and Schoenbeck. Library Board members Biggs and Walters were not in attendance.) None. None. Spencer discussed that he would be meeting with Development Services to talk about new development fees in the study of the 2020 General Plan.Spencer will also be meeting with Public Works regarding upcoming budgetary needs.Spencer reported that the Finance Department will be migrating to a new financial system called Munis. Implementation will take place over this next year and Sancie will be working with the other departments to learn the new system. Spencer provided an opportunity to review the monthly report. Tracie Curtis discussed the library calendar and the description of events on the back side of the calendar.An upcoming event for December is the Bells of Praise coming December 2 'at lpm located in the new program room.Please City of Apache Junction Library Board of Trustees Regular Meeting Page 3 feel free to share the information with family and friends. H. Old Business None. I. New Business 1. Meet Library staff Member(s) or Library VIP's Brenda Spicer is our newest Library Computer Assistant. Brenda started working in the Library in August and works Tuesday, Thursday and Friday. Brenda is retired and has previous experience in the technology field working with the Navy and Marine Corp. She loves to assist patrons with their electronic devices, phones and computers. 2. Presentation and approval for signing a thank you letter that is being sent from the Library Board to Glenn Perkins Trust to acknowledge receiving the generous donation of $20,000.00 to the Apache Public Library. We recently received $20,000 through the Glenn Perkins Trust. This amount will help in paying for a second set of security gates in the Library. Spencer read the thank you letter from Mayor Serdy that will be sent to the Glenn Perkins Trust along with a draft thank you letter from the Library Board. President Willie Howard signed the thank you letter. City of Apache Junction Library Board of Trustees Regular Meeting Pa ce 4 3. Election of Officers. A motion was made by Library Board member Samuel Graves, seconded by Library Board member Frank Schoenbeck to elect Tess Nesser to the office of President for the Library Board for 2018-2019. The motion passed (Voting Yes: Borey, Graves, Howard, Nesser and Schoenbeck. Library Board members Biggs and Walters were not in attendance.) A motion was made by Library Board member Judy Borey, seconded by Library Board member Tess Nesser to elect Samuel Graves to the office of Vice President for the Library Board for 2018-2019. The motion passed (Voting Yes: Borey, Graves, Howard, Nesser and Schoenbeck. Library Board members Biggs and Walters were not in attendance.) A motion was made by Library Board member Tess Nesser and Library Board member Frank Schoenbeck to elect Judy Borey to the office of Secretary for the Library Board for 2018-2019. The motion passed (Voting Yes: Borey, Graves, Howard, Nesser and Schoenbeck. Library Board members Biggs and Walters were not in attendance. City of Apache Junction Library Board of Trustees Regular Meeting Pa ge S J. Request for future agenda items.None. K. Adjournment:Meeting adjourned at 7:20 p.m. President Secretaty CITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES REGULAR MEETING 1177 N. Idaho Road Regular Meeting May 9, 2019 A. Call to Order A regular meeting of The Board of Trustees of Apache Junction Public Library was held May 9, 2019, at 6:33 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. B. Roll Call Present Judy Borey Samuel Graves Willie Howard Theresa Nesser Vera Walters Absent Braden Biggs Frank Schoenbeck Staff: Spencer Paden, Library Director Sancie Lee -Brown, Administrative Assistant C. Acceptance of Agenda: D. Acceptance of Minutes for November 8th, 2018 Meeting Regular The question of accepting the agenda for the May 9, 2019, regular Meeting was placed before the Board. Vera Walters made a motion to move item Ii to right after item D. and Willie Howard seconded the motion. The motion passed (Voting Yes: Borey, Graves, Howard, Nesser and Walters. Library Board members Biggs and Schoenbeck were not in attendance.) The question of accepting the minutes for the November 8th, 2018 regular Meeting was placed before the Board. Samuel Graves made a motion City of Apache Junction Library Board of Trustees Regular Meeting Page 2 to accept the minutes. Vera Walters seconded the motion. The motion passed (Voting Yes: Borey, Graves, Howard, Nesser and Walters. Library Board members Biggs and Schoenbeck were not in attendance.) I. New Business 1. Presentation by and Discussion with the City Attorney on Board Members' responsibilities Under the Code of Conduct, Parliamentary Procedure, State Open Meeting, Conflict Of Interest, and Public Records Laws. E. Call to the Public: F. Correspondence and Communications: G. Librarian's Report: City Attorney Joel Stern provided handouts and included a summary of the Code of Conduct, Parliamentary Procedure, State Open Meeting, Conflict of Interest and Public Records laws for the Library Board. None. None. Spencer discussed the staff vacancies that have been filled since the last meeting. In response to the Library's request for additional funding in books and audio-visual materials, City management has requested the City Council approve a $10,000 increase, $5,000 in City of Apache Junction Library Board of Trustees Regular Meeting Page 3 both budget categories.In addition, the Library requested a part time Page position, which is also included in City Management's budget request to the Council. If the budgeted personnel request for the Library is approved by the City Council, there will be future discussions on the possibility of expanding library hours.The Fun Van grant for 2019/2020 has been recommended by the First Things First staff and will go to the First Things First committee and leadership for final approval. Spencer provided an opportunity to review the monthly report. Tracie Curtis discussed the library calendar and events for the month. H. Old Business None. I. New Business 2. Meet Library staff Member or Library VIP's. Meet Vera Walters.Vera was a former English teacher and also worked at Central Arizona College as a program director. Meet Vicki Ann Duraine, Supervisory Librarian. Vicki was an Agriculture Communications Major at the University of Arizona where City of Apache Junction Library Board of Trustees Regular Meeting Page 4 3. Setting of date and time in June for Special Board meeting to discuss and approve the 2018/2019 Apache Junction Public Library Board of Trustees Annual Report. she also received her master's degree in Library Science.Vicki was Library Director at the Pinetop Lakeside Library and has spent the past 12 years at Pima County Public Library where she worked on the Writer in Residence program. Her biggest project at the Pima County Public Library was as co -coordinator of Southwest Books of the Year where she still works on the project as a panelist. Vicki has met a lot of authors through this program and a few other projects and is hoping to have some author talks here in the Library. A motion was made by Library Board member Samuel Graves to set the date of the special board meeting for June 27, 2019 at 6:30pm to discuss and approve the 2018/2019 Apache Junction Public Library Board of Trustees Annual Report and other business as necessary. Seconded by Library Board member Willie Howard The motion passed (Voting Yes: Borey, Graves, Howard, Nesser and Schoenbeck. Library Board members Biggs and Walters were not in attendance.) City of Apache Junction Library Board of Trustees Regular Meeting Pacreb J. Request for future agenda items.None. K. Adjournment: \/(C -E- - President Meeting adjourned at 7:52 p.m. CITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Special Meeting June 27, 2019 A.Call to Order A special meeting of The Board of Trustees of Apache Junction Public Library was held June 27, 2019 at 6:30 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. With the president absent, vice president Samuel Graves conducted the meeting. B.Roll Call Present Braden Biggs Judy Borey Samuel Graves Willie Howard Frank Schoenbeck Absent Theresa Nesser Vera Walters Staff:Spencer Paden, Library Director Sancie Lee -Brown, Administrative Assistant C.Acceptance of Agenda D.Agenda Items 1. Discussion on and possible vote for approval of the Apache Junction Public Library Board of Trustees 2018-2019 Annual Report. The question of accepting the agenda for the June 27, 2019 regular Meeting was placed before the Board. Frank Schoenbeck made a motion to accept the agenda as presented. Judy Borey seconded the motion. After a brief discussion on the report, a motion was made by Frank Schoenbeck and seconded by Judy Borey to approve the Apache Junction Library Board of Trustees 2018/2019 Annual Report as City of Apache Junction Library Board of Trustees Special Meeting Page 2 written. (Voting Yes:Biggs,Borey, Graves,Howard and Schoenbeck. Library Board members Nesser and Walters were not in attendance.) The Annual Report includes a Financial Statement based on documents from the Finance Department that reflect the revenues and expenditures made through June 9, 2019 for the Apache Junction Public Library from the General Fund (001), the Grants -in -trust Fund (004), and the Library Fund (007). 2. Discussion and possible vote on increasing Library hours for Monday and Wednesday evening staying open both evenings until 8pm. A change in library hours would not take effect until after the new fiscal year begins and all positions that are part of the 19/20 budget are hired. With that said the hope is to get started by the middle of August.A motion as made by Judy Borey and a second made by Braden Biggs that after the Library has hired the people resources in the 19/20 budget, the Library Board approves increasing Library hours for Monday and Wednesday evening so that the Library will be open from 9am to 8pm Monday through Thursday and 9am to 5pm Friday and Saturday. (Voting Yes: Biggs, Borey, Graves, Howard and Schoenbeck. Library Board members Nesser and Walters were not in attendance.) 3. Discussion and City of Apache Junction Library Board of Trustees Special Meeting Page 3 possible vote on having no overdue charges or collection of late fee fines for any Library youth materials. A discussion was held on the study of library fines. Spencer stated that overdue charges hit those patrons who least can afford them the hardest. The amount of fines in question are minimal and much of that is due to the auto renew feature put in place by Pinal County. This means that patrons are no longer accruing the same fines they once did. Spencer will be working with the Public Information Officer, Al Bravo to communicate this information to the public. We are hoping for the same timeframe around August to implement this process.Braden Biggs suggest a "Fine Forgiveness" day where possibly Fry's can donate ice cream or Little Caesars can donate pizza. It would be a day to promote this process in addition to creating an educational opportunity.Spencer stated that the Library would do what we could to make that happen. Frank Schoenbeck made a motion and Braden Biggs seconded the motion to approve no overdue charges or collection of late fee fines for any Library youth materials after appropriate adjustments have been made to the Library's circulation system.(Voting Yes: Biggs, Borey, Graves, Howard and Schoenbeck. Library Board members Nesser and Walters were not in attendance.) City of Apache Junction Library Board of Trustees Special Meeting Page 4 4. Discussion and Possible vote on Increasing the total checkout limit from 15 to 20 items per Library card for books, audio books, music, CDs, videos, DVDs, and Blu-rays. 5. Discussion and possible vote for supporting a community work plan entitled "AJ Invests Strategic Plan for Homelessness." Apache Junction Public Library is part of the Final County Library District. The following libraries allow 20 or more item check outs currently: Arizona City Community Library, Coolidge Public Library, Florence Community Library, Mammoth Public Library, Maricopa Public Library and Casa Grande Public Library. We would like to be in line with the other libraries. Judy Borey motioned and Frank Schoenbeck seconded a motion to approve an increase in the total checkout limit from 15 to 20 items per Library card for books, audio books, music CDs, videos, DVDs and Blu-rays.(Voting Yes: Biggs, Borey, Graves, Howard and Schoenbeck. Library Board members Nesser and Walters were not in attendance.) Spencer discussed the Apache Junction Strategic Plan on Homelessness and noted that we are already an available resource for these efforts. A motion was made by Willie Howard and seconded by Judy Borey in support of a City of Apache Junction Library Board of Trustees Special Meeting Page 5 community work plan entitled "AJ Invests - Strategic Plan for Homelessness." (Voting Yes: Biggs, Borey, Graves, Howard and Schoenbeck. Library Board members Nesser and Walters were not in attendance.) E. Adjournment Meeting adjourned at 7:27 p.m. \ACC- President CITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES 1177 N. Idaho Road Special Meeting June 18, 2020 A.Call to Order A special meeting of The Board of Trustees of Apache Junction Public Library was held June 18, 2020 at 6:30 p.m. at the Apache Junction Library pursuant to notice as prescribed by law. With the president absent, vice president Frank Schoenbeck conducted the meeting. B.Roll Call Present Absent Braden Biggs Samuel Graves James Jackson Frank Schoenbeck Vera Walters Judy Borey Staff:Pam Harrison, Library Director Sancie Lee -Brown, Administrative Assistant C.Acceptance of Agenda The question of accepting the agenda for the June 18, 2020 special Meeting was placed before the Board. Braden Biggs made a motion to accept the agenda as presented. Vera Walters seconded the motion.(Voting Yes: Biggs, Graves, Jackson, Schoenbeck and Walters. Library Board members Borey and Howard were not in attendance.) D.Agenda Items 1. Discussion on and possible vote for approval of the Apache Junction Public Library Board of Trustees 2019-2020 Annual Report.After a brief discussion on the report, a motion was made by City of Apache Junction Library Board of Trustees Special Meeting Page 2 2. Discussion and possible vote on having no overdue charges or collection of late fee fines for any library materials. Samuel Graves and seconded by Braden Biggs to approve the Apache Junction Library Board of Trustees 2019/2020 Annual Report as written. (Voting Yes: Biggs, Graves, Jackson, Walters and Schoenbeck. Library Board members Borey and Howard were not in attendance.) The Annual Report includes a Financial Statement based on documents from the Finance Department that reflect the revenues and expenditures made through June 4, 2020 for the Apache Junction Public Library from the General Fund (001), the Grants -in -trust Fund (004), and the Library Fund (007). Pam Harrison discussed research conducted prior to and during the coronavirus pandemic and how overdue fines disproportionally affect the economically disadvantaged. A motion was made by Vera Walters and a second made by Braden Biggs to approve no overdue charges or collection of late fee fines for any library materials.(Voting Yes: Biggs, Graves, Jackson, Walters and Schoenbeck. Library Board members Borey and Howard were not in attendance.) City of Apache Junction Library Board of Trustees Special Meeting Page 3 3. Discussion and possible vote on proposed updates to Library Circulation Procedures. E. Adjournment President Secretary Pam Harrison provided a brief explanation of the proposed updates that would be made to the Library Circulation Procedures as a result of the approval of agenda item #D2. On page 3 - all wording under Charges, Fee Schedule will be removed and replaced with the wording "no late fees on library materials." A motion was made by Braden Biggs and a second made by Samuel Graves to approve proposed updates to the Library Circulation Procedures.(Voting Yes: Biggs, Graves, Jackson, Walters and Schoenbeck. Library Board members Borey and Howard were not in attendance.) Meeting adjourned at 7:15 p.m. CITY OF APACHE JUNCTION LIBRARY BOARD OF TRUSTEES REGULAR MEETING 1177 N. Idaho Road Regular Meeting November 14, 2019 A. Call to Order A regular meeting of The Board of Trustees of Apache Junction Public Library was held November 14, 2019, at 6:30 p.m. at the Apache Junction City Council Chambers pursuant to notice as prescribed by law. B. Roll Call Present Absent Braden Biggs Judy Borey Samuel Graves Willie Howard James Jackson Frank Schoenbeck Vera Walters Staff: Spencer Paden, Library Director Sancie Lee -Brown, Administrative Assistant C. Acceptance of Agenda: D. Acceptance of Minutes for May 9, 2019 Regular Meeting and June 27, 2019 Special Meeting The question of accepting the agenda for the November 14, 2019, regular Meeting was placed before the Board. Frank Schoenbeck made a motion to accept the agenda and Braden Biggs seconded the motion.The motion passed (Voting Yes: Biggs, Borey, Graves, Howard, Jackson and Schoenbeck. Library Board member Walters was not in attendance.) The question of accepting the minutes for the May 9, 2019 regular Meeting and June 27, City of Apache Junction Library Board of Trustees Regular Meeting Page 2 E. Call to the Public: F. Correspondence and Communications: G. Librarian's Report: H. Old Business I. New Business 1. Presentation on live streaming video and use of audio 2019 Special Meeting was placed before the Board. Frank Schoenbeck made a motion to accept the minutes. Braden Biggs seconded the motion. The motion passed (Voting Yes: Biggs, Borey, Graves, Howard, Jackson and Schoenbeck. Library Board members Walters was not in attendance.) None. Spencer Paden received recent correspondence from the city regarding newly appointed Library Board Member, James Jackson.Mr. Jackson spoke and stated that he has been a strong supporter of libraries for a long time.He is very passionate about youth and adults reading and reading together. He is excited to be a part of the Library Board. Spencer discussed the progress of the reduction of fines program. Spencer provided an opportunity to review the monthly report. Trade Curtis discussed the library calendar of events. None. City of Apache Junction Library Board of Trustees Regular Meeting Page 3 equipment during meetings. 2. Election of Officers. Matt McNulty provided instruction on use of audio equipment and presentation of visual aids.Handouts can be provided during the meeting but should also be prepared in a power point presentation to be shared on screen for viewing by audience. Microphones should be about the distance of an open hand turned sideways away from the speaker. Sessions are recorded and livestreamed. The microphone base has a mute button. A green light means the mic is on.Matt recommends not using the mute button as members in the past have forgotten to turn the mic back on afterwards and could not be heard upon speaking. Matt offered Board members a quick tour after the meeting of the area in which Matt records the sessions. A motion was made by Library Board member Frank Schoenbeck, seconded by Library Board member Judy Borey to elect Willie Howard to the office of President for the Library Board for 2019-2020. The motion passed (Voting Yes: Biggs, Borey, Graves, Howard, Jackson and Schoenbeck. Library Board member Walters was not in attendance.) City of Apache Junction Library Board of Trustees Regular Meeting P a CI e 4 J. Request for future agenda items. A motion was made by Library Board member Braden Biggs, seconded by Library Board member Willie Howard to elect Frank Schoenbeck to the office of Vice President for the Library Board for 2019- 2020. The motion passed (Voting Yes: Biggs, Borey, Graves, Howard, Jackson and Schoenbeck. Library Board member Walters was not in attendance.) A motion was made by Library Board member Braden Biggs, seconded by Library Board member Frank Schoenbeck to elect James Jackson to the office of Secretary for the Library Board for 2019-2020. The motion passed (Voting Yes: Biggs, Borey, Graves, Howard, Jackson and Schoenbeck. Library Board members Walters was not in attendance. Braden Biggs requested an overview of the events for the year. Judy Borey requested updates on the various technology programs. Spencer Paden asked if those discussions could be part of the Librarians Report. Braden Biggs and Judy Borey said yes and Frank Schoenbeck stated he did not think we needed a special agenda item for that. City of Apache Junction Library Board of Trustees Regular Meeting Pageb K. Adjournment:Meeting adjourned at 7:05 p.m. President Secreta