Board of Trustees of Sump Memorial Library

Minutes of the Sump Memorial Library Board of Trustees Tuesday, August 25, 2015 The Board of Trustees of Sump Memorial Library met in an open and public session at Sump Memorial Library on August 25, 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, Paul Schroeder, and Jacquelyn Wilson. Absent: Peggy Montgomery. Also present were Library Director Rebecca Sims, Assistant City Administrator Chris Myers, Assistant Director Matt Kovar, and City Attorney Karla Rupiper. 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: A thank you note was circulated from a local family that participated in the Summer Reading Program. B. Agenda 1. Approval of the Agenda: Motion: McCalman; Second: Wilson. Roll vote: Kryger: yes, McCalman: yes, Montgomery: absent, Schroeder: yes, Wilson: yes. Motion carried. 2. Approval of the July 28, 2015 meeting minutes: Motion: McCalman; Second: Wilson. Roll vote: Kryger: yes, McCalman: yes, Montgomery: absent, Schroeder: yes, Wilson: yes. Motion carried. C. Committee reports 1. Facilities committee: Assistant City Administrator reported that the budget process is moving forward, with the final reading for the 2015-2016 Budget talcing place Tuesday, September 1. Following the approval of the budget, the Facilities Committee would sit down to determine how to best utilize the renovation funds. Director Sims reported that the public restroom repair should be started within the next three to six weeks, with the funding coming out of the current budget year. D. Staff reports 1. The Director's report was reviewed. Director Sims reported that she attended a risk management seminar presented by Traveler's Insurance. She also held a phone meeting with Richard Miller, Library Development Director at the Nebraska Library Commission, about current issues in Nebraska public libraries. She also met with Anneka Ramirez from Three Rivers Library System about the strategic planning process. 2. The Assistant Director' s report was reviewed. 3. The Youth Services report was reviewed. E. Friends of the Library Report: Director Sims reported that the Friends of the Library Book Sale raised approximately $500-600. F. Library Foundation Report: No Report. G. Old Busines.s 1. Strategic Planning Update: A working draft of the Strategic Plan was circulated for review. Another draft will be completed this week. The plan focuses on the needs of the community as reflected in the 2012 community survey. The planning committee will . meet once a final draft is formed to review the changes. Anneka Ramirez from Three Rivers Library System has also agreed to review the draft in advance of submission to the State. All accreditation documentation must be received by the Nebraska Library Commission by October 1. H. New Business 1. Library Board By-Laws: A. The current draft of the proposed by-laws was reviewed by the Board. Kryger asked for clarification on the annual reporting process within Ordinance 1709. The current Annual Report deadline is June, but an edit will be proposed to change the date to coincide with the Nebraska Library Commission's deadline. The 2014 Annual Report that was filed with the NLC will be used in place of the City's report for 2015 . B. McCalman commented that she would be coming to the Library Board for a letter in support of the proposed community center. Kryger expressed his concern that library space was not mentioned in the distributed literature, and that the bond language needs to be structured in a way that mentions the Library. C. Discussion continued over the appointment of Library Board members, and it was determined that the current Library Board would need to be reappointed as an Advisory Board. Discussed changes to the draft included having a member of the board appointed as Secretary, and changing the election of Vice Chair to match Ordinance 1709. D. President Schroeder asked for clarification in the definition of the term "City" in Ordinance 1709, and as it relates to the proposed by-laws and to the intellectual collection. Assistant City Administrator Myers clarified that control over the intellectual collection rests with the Library Board. City Attorney Rupiper explained that the term "City" is not restricted to the City Council, as duties can be delegated to others within City departments. Assistant City Administrator Myers indicated that she would pull current city code to show the different definitions of "City," and that a description would be included within the by-laws. Kryger expressed the concern that all rules, regulations, and policies be approved by the City Council. City Attorney Rupiper asked that any proposed language changes to the by-laws be submitted in writing. E. Director Sims agreed to check with the Nebraska Library Commission on the need for approved by-laws in the accreditation process. F. McCalman left the meeting at 6:30pm. I. Comments from the Floor: Assistant City Adminstrator Myers explained that members of the board will be able to make recommendations on the renovation to the Facilities Committee. Two Library Board members can be appointed to the Facilities Committee. J. Comments from the Library Board: None. K. Closed Session: None. L. Adjournment - President Schroeder adjourned the meeting at 6:35pm.