Board of Trustees of Sump Memorial Library

Minutes of the Sump Memorial Library Board of Trustees Monday, December 22, 2014 The Board of Trustees of Sump Memorial Library met in an open and public session at Sump Memorial Library on December 22, 2014 at 4:30 p.m. A. Call to order: The meeting was called to order at 4:30 p.m. by President Schroeder. 1. Roll call : A. Present were Board Members Paul Schroeder, Susan McCalman, Peggy Montgomery, Steve Kryger (late), absent, Jacquelyn Wilson. Also present were Library Director Robin Clark, Administrative Assistant Wanda Butts, Assistant Director Matt Kovar, Superintendent of Papillion La Vista Schools Andy Rikli, Papillion Chief of Police Leonard Houloose, City Administrator Dan Hoins, City Attorney Karla Rupiper, and City Councilman Tom Mumgaard. 2. Affidavit of Publication: Notice of the meeting was given to the Papillion Times, the designated method of giving notice. 3. Public a1mouncement that a current copy of the open meetings act is posted in the meeting room. 4. Correspondence: Several thank-you notes were circulated. B. Agenda 1. Approval of the Agenda: Motion to move public participation before finance report. Motion: McCalman; Second: Montgomery. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. 2. Motion to approve agenda with changes: Motion: McCalman; Second: Montgomery. Roll vote : Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. 3. Approval of the November 24, 2014 meeting minutes: Motion: Montgomery; Second: McCalman. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. C. Public Participation: Superintendent of Papillion La Vista Schools Andy Rikli and Papillion Chief of Police Leonard Houloose were invited to the table by Board President Schroeder. Both voiced their support for changing the library ' s security camera policy to not require a subpoena fo r archived video footage . D. Finances 1. Finance report - A report of expenditures for the previous month was presented. 2. Approval of expenditures: $17,244.87. Motion: Kryger; Second: Montgomery. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carri ed. 3. Finance committee report: No report. E. Committee reports 1. Faciliti es committee: Trustee McCalman reported that they had a productive meeting with Alley Poyner representatives. Several library renovation options were presented. City Councilman Jim Glover was present at the meeting to provide additional insight. A suggestion was made that the architects be provided a wishlist from the facilities committee. There are two scheduled meetings in January, on the 7 and 21. Trustee  McCalman stated that she will be in attendance at the January 7 meeting, but will be unavailable on January 21. Alley Poyner representatives also met with the library staff and discussed the renovation options. 2. Advocacy committee: No report. F. Staff reports 1. The Director's report was reviewed. Director Clark reported that a "Read" photo poster campaign will take place in 2015 to promote literacy, and will feature city and other local officials in the community. Director Clark also reported that Lincoln City Libraries will no longer be a part of the Pioneer Consortium. 2. The Youth Services report was reviewed. Photos were shown to illustrate the impact that space constraints have had on youth services programming. 3. The Information Systems report was reviewed. 4. The Assistant Director/Community Engagement Coordinator's report was reviewed. G. Friends of the Library report: The Friends met on December 8, and voted to change their bylaws to one annual meeting instead of meeting bimonthly, beginning in 2015. Darlene Rischling resigned as president, and new officers were voted in. New officers are: Jane Nielsen, President; Brian Maass, Secretary; and Gerry O'Harrow, Treasurer. H. Library Foundation Report: No report. I. Old Business 1. Update on management exempt salary comparability study: Director Clark presented the Board with a list of director salary ranges for Sump Memorial Library peer libraries identified for accreditation purposes by the Nebraska Library Commission. The data was compiled by the Library Data Services Coordinator at the Nebraska Library Commission. Director Clark stated that three of the libraries in the city array are city/county systems. City Administrator Hoins stated that the city has already chosen the cities for the salary comparability study. Only Clive, Iowa appears on both lists. The Assistant City Administrator and the consultant for the study are working on information that will be presented before the budget discussions in July. 2. Accreditation & Strategic Planning update: Tabled until the January meeting. J. New Business 1. Presentation by Dan Hoins, City Administrator and Karla Rupiper, City Attorney regarding a proposed city ordinance that will address the impact of LB 470 and clarify the current city code: City Administrator Hoins and City Attorney Rupiper presented the Board with a proposed draft of a city ordinance changing the Board of Trustees from a governing board to an advisory board. This draft ordinance came about due to the passage in July, 2012 of LB 4 70, inconsistencies in current city code and the desire of the city council to have administrative control of the library and library policies, in particular, staff and budget. After review, questions of clarification from the board and significant discussion including the library board, City Administrator, City Attorney, Councilman Tom Mumgaard and Director Clark followed. City Administrator Hoins said that a draft ordinance would be introduced to the City Council on January 6. A public hearing would follow on January 20, and a final vote would occur on February 3. Once approved, the ordinance would be effective fifteen days after passage, which would be February 18. Director Clark requested more time for the board to review the ordinance and consider  the impact to the library before introduction. City Administrator Hoins agreed to take a request to city council to delay the introduction of the draft ordinance to February 3. 2. Review library confidentiality and library security camera policy: According to the City Attorney, Karla Rupiper, no changes were needed to the library Confidentiality of Records Policy at this time. After discussion and input regarding intent and wording from the City Administrator and City Attorney, a motion was made by McCalman to modify the Security Cameras Policy (Procedures 4-5) to reflect the following: "Access to the archived footage in pursuit of documented incidents of criminal activity or violation of the libraries code of conduct shall be provided to law enforcement and designated library staff without subpoena or court order upon written request of a law enforcement agency with jurisdiction." Second: Montgomery. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. K. Closed session - none L. Adjournment - President Schroeder declared the meeting adjourned at 7:12p.m.