Board of Trustees of Sump Memorial Library

[J~evo Minutes of the Sump Memorial Library Board of.~ Monday, January 25, 2016 The Board of Trustees of Sump Memorial Library met in an open and public session at Sump Memorial Library on January 25, 2016 at 4:30 p.m. A. Call to order: The meeting was called to order by Library Board President Paul Schroeder at 4:30 p.m. 1. Roll call: A. Present were Board Members Susan McCalman, Peggy Montgomery, Paul Schroeder, Steve Kryger, and Jacquelyn Wilson (late). Also present were Library Director Rebecca Sims, Assistant Director Matt Kovar, Youth Services Manager Cathy McMahon, Mayor David Black, Assistant City Administrator Chris Myers, and Communications Director Trent Albers. 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. B. Meeting Approval Items 1. Approval of Agenda: Motion to approve an amended agenda with item E. 3. Moved in advance of item C.: Montgomery; Second: McCalman. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. 2. Approval of the minutes of the December 21, 2015 Board meeting: Motion: Montgomery; Second: McCalman. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. C. Library Director's Report 1. Correspondence and Communications: Director Sims explained that funding has been committed to purchase new computers this year. More information will come in the upcoming meetings. A new Library logo has been developed. If the Board agrees, the new logos that were circulated will be used in all new publications. Kelsey Stewart will be writing an article on the renovation within the next few weeks. An additional article on library trends will also be in the Papillion Times within the next few weeks. Library aide interviews will begin tomorrow. 28 applications were narrowed down to 9 interviews. March 8th is Library Advocacy Day in Lincoln. This is a chance to visit the Capitol and network with librarians and State Senators. Two Sump volunteers will be nominated to be recognized at the Advocacy Day luncheon. McCalman asked if something additionally should be done for the nominees. Myers indicated that something could be arranged for the City Council to recognize the individuals nominated. Motion to accept the new library logo as presented: Kryger. Second: Montgomery. Roll Vote: Kryger: yes, McCalman: yes, Mimtgomery: yes, Schroeder: yes, Wilson: yes. Motion carried. Youth Services Manager Cathy McMahon reported that Anderson Grove Night will be at Anderson Grove due to the upcoming renovation project.  2. Financial Report: Director Sims reported that spending is down in collections until the renovation is complete. There have also been savings in wages due to staff vacancies. D. Agenda Items 1. Old Business A. Renovation Update: Samples of the interior design selections were laid out in the meeting room for review. Excess building materials will be disposed of by coordinating with other city departments, and then by submitting a council resolution to give away the materials. Broken and unusable items have been disposed of. Many paper records are being digitized in advance of the renovation. Assistant City Administrator Myers explained that there is a formal bid process at City Hall that will be followed. Alley Poyner will evaluate the bids and once a bid is selected, the bid will go to City Council for approval. The bid should be ready to go to City Council by the beginning of March. The bidding period will begin this Wednesday. Schroeder asked about how the materials were selected. Director Sims explained that a group of staff members, McCalman-, and Myers were included in the selection process. McCalman indicated that a few additional line items will be included for optional items including a new circulation desk. The goal of the renovation is to be ready before the Summer Reading Program. 2. New Business A. Patron Registration: As part of the preparation for renovation, a process has been developed for registration that doesn't require registration forms to be retained. City Attorney Rupiper has indicated that the signature on the back of the library card can be used in lieu of a paper signature. Paper forms will now only be used when the circulation desk is extremely busy. Notes for payments and policy signatures will be indicated in the digital record. B. Fees: An informational sheet of comparable library fees was circulated for review. Many area libraries have significantly different fee structures. Assistant City Administrator Myers shared that the current budget was developed on the existing fee structure. Any changes would not be recommended until the next budget year, so those changes in revenue could be anticipated. Assistant City Administrator Myers left the meeting at 4 :49pm. E. Administrative Reports 1. Committee Reports: None. 2. Comments from Library Board: None. 3. Comments from the City: (This agenda item was moved in advance of item C.) Mayor Black shared that the City Council formally voted in December to put funding for Parks and Recreation on the May ballot. The Mayor was in attendance to discuss the bond issue. A Parks Master Plan in 2007 and 2011 identified the needs of the community. Those needs were then used to develop a plan for funding to meet these needs. Wilson entered the meeting at 4:37pm. A subcommittee was formed to identify priorities and the scope of the plan. The funding source for the projects will be a half-cent increase in sales tax. Operationally the community center will support itself. The City Council voted 8-0 to put the issue on the ballot. The City can now educate, but cannot advocate for the bond issue. If the issue passes, that gives the finding authority for the Parks and Recreation master plan. Kryger asked a question about the language of the ballot issue. Mayor Black clarified that the  bond issue will specifically identify that the funds can be used for the specific purpose of the Community Center. Excess revenue could be used only for Parks and Recreation projects. The library would have 2,500 square feet of reserved space within the proposed Community Center. The community center is being built for the needs of Papillion. The design for the facility is conceptual, but the vote is in regards to the funding source. Kryger noted that the facility would be free of charge for residents of City and SID, and asked how that would impact the use of the library component. Mayor Black explained that there are many services that are not provided for SID residents. This project is completely paid for by sales tax, so those in the jurisdiction of Papillion will be considered as a resident. Portions of the facility will be fee based. There will be several different fee structures that will be developed. Mayor Black and Communications Director Trent Albers left the meeting at 5: l 5pm. Assistant City Administrator Myers indicated that Director Sims will be involved in the plans for the library component as the project moves forward. F. Closed Session: Litigation, Personnel Matter, and Negotiations (if applicable): None. G. Adjournment: Montgomery motioned to adjourn the meeting at 5:50pm. Second: McCalman. Roll Vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Meeting adjourned at 5:50pm.