Library Board Meeting
5:30pm
Patagonia Public Library

Public Welcome

AGENDA FOR PATAGONIA PUBLIC LIBRARY BOARD OF TRUSTEES’ MEETING

Date: Tuesday, March 14, 2006
Time: 5:30 p.m.
Place: Patagonia Public Library

Call to Order:

Call to the Public:

Discussion and approval of last month’s minutes

Librarian’s Report

President’s Report

OLD BUSINESS

1. Policies and procedures update, management component

2. Ordering payment procedure discussion, considering the Board’s function as
advisory or administrative/supervisory.

3. Discussion of “new” condensed and refined job description for Librarian’s
position.

4. Presentation of suggestion box themes.

5. Discuss Internet use policy for minors.

NEW BUSINESS

1. Representation at April’s State Library Meeting for Trustees in Phoenix.

2. Report from Friends’ March meeting.

Schedule next meeting

Adjourn meeting

Patagonia Public Library Board of Trustees’ meetings are open to the public (with
the exception of Executive Sessions) in accordance with A.R.S. 38-431.01 (Open
Meeting Law).

MINUTES FOR LIBRARY BOARD OF TRUSTEES’ MEETING OF FEBRUARY 21, 2006

Present: Abbie Zeltzer, Cornelia O’Connor, Carolyn McIntosh, Betsy McGee, Craig
Cegavske, Anu Tarahum, Bill Golden, Judy Tandy, Sandra Powell
Absent: Elvia Gallaher, Phyllis Patty

Call to Order: 5:34 p.m.

Call to the Public: Bill Golden suggested that the agendas and minutes from the
Board’s meetings be posted on the Library’s website. Abbie said she would work on
that.

Discussion and approval of last month’s meeting minutes: Cornelia moved to approve,
Anu second, motion passed unanimously.

Librarian’s Report: (See prepared report and statistics in file) The Library may
receive a Comm. Fdn. grant for middle-school age children to help set up the “older
kids’” room. These children would do some photographic project to raise money to
improved that room in the Library. Abbie plans to write a grant if kids are
enthusiastic and want to participate. The Summer Reading program will be in
conjunction with the Creative Art Center. Abbie is working with the Seniors toward
an LSTA Strategic Partnership grant, the Art Center would also be involved. The
idea is literacy improvement, leading perhaps to a continum of having seniors help
with kids in the Library. Abbie has received the 2nd quarter funds for the Library
from the County. Olivia Lopez is on board, Abbie has been working
with her. Olivia will cover Saturdays and be on her own as of March. Carolyn
wonders if there is any way to track useage of the Library’s wireless service, at
this point that does not seem possible. Bill asks if any federal official has ever
come into the Library to observe what is happening or ask for records, as of today
the answer is no. Betsy moved to approve report, Anu second, motion is carried.

President’s Report: None

OLD BUSINESS

1. Policies and procedures: Management #1 was amended, then approved. Management
#2 (new)was adopted. Management #3 (new) was amended then adopted. Management #4
was amended and approved. #5-8 will be considered at the next meeting.

2. Ordering/payment procedure: The Board feels it cannot go forward on this issue
until it is clear whether this is a governing or advisory board. Historically and
in the Board’s By-Laws it states that we are an advisory board. However, Craig says
that certain State statutes indicate we are a governing board. Bill Golden, an
attorney, volunteers to do some research here, Craig will also look into this issue.
Bill and Craig will meet soon to discuss their findings. Carolyn reported that
after meeting with Betsy and Joan Clark (from AZ State Library) she received a
letter from Joan indicating that in her opinion our Board is advisory. Joan wrote,
“There are distinctions between boards of trustees that ‘govern’ and those that
‘advise’. Governing implies that the board of trustees has
been given full control of the property, resources, staff and budget. As I
understand the history in Patagonia, the Library Board of Trustees has been
advisory. The property and budget are not solely controlled by the Board. The
potential changes discussed during our brief meeting would change the historic
governing authority and would involve changes to town and county management
practices.”

3. Librarian’s job description: Abbie submitted a job description that she
prepared, Betsy will synthesize Abbie’s effort with the other revised description.
More discussion on this in March.

NEW BUSINESS

1. Suggestion Box: Cornelia will categorize the responses and report findings at
March’s meeting.

2. Internet use policy for minors: Abbie handed out an amended guideline for the
Board’s consideration. Minors’ parents would have to sign a letter granting them
permission to use the Internet at the Library. Abbie is anxious to have a policy in
place since there is such heavy use of the Internet by minors. Cornelia asks about
the possibility of filters or increased supervision since there is so much
objectionable content available on the Internet, she suggests that the letter to
parents be in Spanish as well. Abbie stated that some parents can’t read Spanish.
Abbie will investigate Internet policies for minors at other libraries in the state,
Bill Golden volunteers to assist her in this. This topic will be a March agenda
item.

3. Friends’ meeting: John Kendall, Cady’s grandson, is going to fund new shelving
in the children’s room. The Writers’ Roundup and fund-raiser were well attended,
final profits are not yet known. The “Collection Development Policy” is to be
shared with the Friends, they want to help on this. A Friends’ representative will
attend the Trustees’ meeting when this is on the agenda. Deadline for the spring
newsletter is April 1st. A collection was taken up in memory of Jean Reynolds.

Next meeting: March 14th, Tuesday, 5:30 p.m. at the Library

Meeting was adjourned at 7:27 p.m., Betsy moved, Craig second, motion carried.

Respectfully submitted, Betsy McGee, secretary