Board of Trustees of Sump Memorial Library

Minutes of the Sump Memorial Library Board of Trustees Tuesday, May 26, 2015 The Board of Trustees of Sump Memorial Library met in an open and public session at Sump Memorial Library on May 26, 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 Susan McCalman, Peggy Montgomery, and Paul Schroeder. Absent: Steve Kryger, Jacquelyn Wilson. Also present were Assistant City Administrator Chris Myers and Interim Library Director Matt Kovar. 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: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. 2. Approval of the April 27, 2015 meeting minutes: Motion: Montgomery; Second: McCalman. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. C. Finances 1. Finance report - A report of expenditures for April was presented. A draft of the proposed expenditures for the 2015-2016 budget was also circulated for review. Discussion included the changes in the structure of the IT budget, and the proposal of additional funding for the furniture line item. D . Committee reports 1. Facilities committee: Assistant City Administrator Myers reported that the pre- application for the renovation grant had been accepted by the State of Nebraska, and that the City Clerk was currently working on the final grant application. The application due date is June 15, and a final decision on grant recipients will be made on June 30. E. Staff reports 1. The Interim Director' s report was reviewed. 2. The Youth Services report was reviewed. F . Friends of the Library Report: No Report. G. Library Foundation Report: Interim Director Kovar reported that Foundation President Harlan Metschke met with Kovar and Assistant City Administrator Myers to discuss the current status of the Foundation, and to bring the Foundation up to date on the director search process and proposed renovation. Discussion followed over the history of the Library Foundation. H. Old Business 1. Library Director Search Committee - Two finalists have been selected for the Library Director position and have been contacted to arrange interviews. Discussion followed over scheduling interviews at a time that was convenient for the majority of Board  members. After discussion, the dates of June 10 and June 11 were selected for final interviews. Following the interviews, the Board will meet to discuss and select a final candidate to forward to the City Council for approval. President Schroeder asked for clarification on the level of input that the screening committee had on the selection process. McCalman and Montgomery explained that the committee was involved in the evaluation process to rank applications and select candidates for an initial interview. Assistant City Administrator Myers noted that the names of the two finalists would be released to the public this week. 2. Strategic Planning Committee: A. Strategic Planning Workshop Update: Interim Director Kovar indicated that he and President Schroeder attended a workshop on strategic planning held by the Nebraska Library Commission at the Bellevue Public Library on April 28. Clarification was given during the workshop that the strategic planning process is intended to look at the needs of the community as a whole, and not just limited to library services. B. Community Survey and Updated Timeline: The community survey portion of the strategic plan can be satisfied by using the 2012 National Citizen Survey completed for the City of Papillion. The survey will be examined to find the most common needs listed by community members. These needs will then be used to help the planning committee develop the strategic plan. Interim Director Kovar shared a revised planning timeline that incorporates the use of the community survey. Kovar will work with President Schroeder to plan an initial meeting date for the Strategic Planning Committee. C. SWOT Analysis: A draft of the proposed SWOT Analysis was shared with the Board. After discussion, it was suggested that the Friends of the Library and Library Foundation members be added to the distribution list for the SWOT Analysis. This will be added to the list of materials that will be handed out to committee members at the initial meeting. I. New Business: None. J. Comments from the Floor: Assistant City Administrator Myers shared that the City is still working on a draft of changes to the Library Board Bylaws. The draft will be shared with the Board once it is completed. Myers also reported that a modification to Ordinance 1709 will be proposed to move the due date for the Library' s annual report to line up with the fiscal year. K. Comments from the Library Board: President Schroeder asked for clarification on the timeline for the annual budget. Interim Director Kovar shared that City department heads are currently in meetings to balance the budget, which will then be forwarded on to City Administration. L. Closed session - none M. Adjournment - Montgomery motioned to adjourn the meeting at 6:02pm. Second: McCalman. Roll Vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.