Board of Trustees of Sump Memorial Library

Minutes of the Sump Memorial Library Board of Trustees Monday, March 23, 2015 The Board of Trustees of Sump Memorial Library met in an open and public session at Sump Memorial Library on March 23, 2015 at 4:30 p.m. A. Call to order: The meeting was called to order at 4:30 p.m. 1. Roll call: A. Present were Board Members Steve Kryger, Susan McCalman, Peggy Montgomery, Paul Schroeder, and Jacquelyn Wilson (late). Also present were Interim Library Director Matt Kovar and Assistant City Administrator Christine Myers. 2. Affidavit of Publication: Notice of the meeting was given to the Papillion Times, the designated method of giving notice. 3. Public announcement that a current copy of the open meetings act is posted in the meeting room. 4. Correspondence: None B. Agenda 1. Approval of the Agenda: Motion: Montgomery; Second: McCalman. Roll vote: Kryger: abstain, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. 2. Approval of the February 23 , 2015 meeting minutes: Motion: Montgomery; Second: McCalman. Roll vote: Kryger: abstain, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. C. Finances 1. Finance report - A report of expenditures for February was presented. 2. Finance committee report: No report. Kryger questioned whether a finance committee is needed under the new Board structure. D. Committee reports 1. Facilities committee: McCalman reported that she met with President Schroeder, Councilman Glover, and Interim Director Kovar to go over the renovation plans created by Alley Poyner. Assistant City Administrator Myers noted that Councilman Glover also met with herself and Alley Poyner to review the plans to accommodate immediate needs. 2. Advocacy committee: No Report. E. Staff reports 1. The Assistant Director/Community Engagement Coordinator's report was reviewed. 2. The Youth Services report was reviewed. 3. The Information Systems report was reviewed. F. Friends of the Library Report: No Report. G. Library Foundation Report: No Report. H . Old Business 1. Library Director Search Committee - The individuals that have agreed to sit on the search committee are: Becky Crofoot, John Erickson, Kim Nelson, Susan McCalman, and Peggy Montgomery. All coordination for the search committee efforts will go through the Assistant City Administrator, who will also develop a timeline and structure for the search process. McCalman and Montgomery will meet with Assistant City  Administrator Myers to discuss the search process. There are currently four candidates with submitted applications. 2. Strategic Planning Committee: Interim Director Kovar indicated that the materials for accreditation need to be completed by September, but additional review was needed to identify a timeline and requirements for the Strategic Planning Committee. Assistant City Administrator Myers suggested that a plan be created working backwards from the deadline to determine how much time will be needed to complete the process. Thank you notes will be sent to the members of the committee to let them know that they will be contacted as soon as the process is ready to begin. I. New Business 1. Sump Memorial Library By-Laws Revision - The City Attorney will compare the existing Board by-laws to Ordinance 1709 to find any changes that need to be made. The proposed revisions will then be presented to the Board. McCalman suggested that Richard Miller from the Nebraska Library Commission be consulted. Kryger requested that the changes made to the by-laws be tracked so the Board can easily see what has been changed. Discussion followed over the relationship between the City and the Board in the approval of Library policies. J. Comments from the Floor: None. K. Comments from the Library Board: President Schroeder expressed the need for building planning to look to the future, instead of the present-day needs, and encouraged staff input on the needs for the next five to ten years. L. Closed session - none M. Adjournment - President Schroeder declared the meeting adjourned at 6: 10p.m.