Board of Trustees of Sump Memorial Library

Minutes of the Sump Memorial Library Board of Advisors Monday, February 22, 2016 The Board of Advisors of Sump Memorial Library met in an open and public session at Sump Memorial Library on February 22, 2016 at 4:30 p.m. A. Call to order: The meeting was called to order by Library Board President Paul Schroeder at 4:34p.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, and Assistant City Administrator Chris 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. B. Meeting Approval Items 1. Approval of Agenda: Motion: Montgomery; Second: Kryger. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. 2. Approval of the minutes of the January 25, 2016 Board meeting: Motion: Mccalman; Second: Montgomery. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried. C. Library Director's Report 1. Correspondence and Communications: President Schroeder asked about the status of funding for the IT budget. Director Sims reported that funding has been committed for library IT needs for this budget year. The funding for IT expenses is contained within a separate IT budget. The new logo has been well received by the public. It is now being used on all Library publications. Library Advocacy Day is on March gth in Lincoln. Two Sump volunteers have been nominated for the volunteer recognition ceremony. The letters of nomination will be emailed out to Board members. Once the awards have been announced, the names will be submitted to the City Council for recognition. A blog has been created on the website to post renovation-related items. Director Sims will post weekly to update the public on progress. She will also check with the City Communications Director to see if an announcement for the blog can run on the local cable channel. Library space in the proposed community center has been designated, but specific uses for the space will not be determined until a later date. Several recent articles related to libraries were circulated for review. Discussion over LB 969 centered on how the proposed legislation would relate to Papillion. Kryger expressed that the jury is still out on the overall implications of the Library Board transition, and that Library policies still need to be reviewed and approved by the City Council. Assistant City Administrator Myers explained that the goal is to review all policies and  have them approved by the City Council. Director Sims wants to ensure that policies match up with any language in City ordinances. Wilson entered the meeting at 4:54 p.m. Director Sims has been featured in several recent videos on Papio Vision. The links to the videos will be sent via email. Director Sims noted that Elayne and MaLinda have done a great job of removing weeded materials from the system to maintain accurate records and free up space. The Friends of the Library book sale in the front area of the building has raised $120 over the past few weeks. Work will begin soon on the budget for the next fiscal year. The Assistant Director's Report was reviewed. Assistant Director Kovar noted that weeding has continued in the Adult Non-Fiction area, and there have been several adult programs over the past few weeks. Community Engagement efforts have also continued with local care homes. Information on the Physicians' Desk Reference was sent out to the Police and Fire Departments in an effort to support other City departments. The Youth Services Report was reviewed. Youth Services Manager McMahon reported that Anderson Grove Night will take place at Anderson Grove this Friday, February 26th • Weeding has continued in preparation for the renovation. Youth programs will be moved to the Papillion Recreation Department during the time that the Youth Department is under construction. 2. Financial Report: The financial report was reviewed. Director Sims reported that the current spending on the collection is lower than in previous years, but it will go back to normal once items are ordered after the renovation is complete. Part time wages will also increase now that the two new Library Aides have been hired. Alicia James and Haley Wert started training this week. President Schroeder asked if new staff could attend a Library Board meeting to be introduced. This will be coordinated for the next meeting. D. Agenda Items 1. Old Business A. Renovation Update: Four construction bids were received for the renovation project. The bid that was selected includes an alternate item for a new circulation desk. The bid fits within the budget for the overall project at $440,400. Hausmann Construction will be recommended to receive the construction bid at the City Council Meeting on Tuesday, March 1st . If the City Council approves, a pre-construction meeting will take place on Wednesday, March 2 nd at 9 a.m. Director Sims will email out updates following the first meeting. There will be weekly construction meetings during the project. One bid for shelf moving has been submitted. The deadline for shelf moving th bids is Friday, February 26 - 2. New Business A. Annual Report to the State (Nebraska Library Commission): The annual report to the Nebraska Library Commission is complete. Copies were circulated for review. There are several reporting differences from the previous year, due to changes in the format and a lack of information on how the reports were previously compiled. Director Sims noted that a lot was accomplished during a very difficult year. The distributed report includes a narrative focusing on the progress that the Library has made over the past year.  B. ALA "Libraries Transform" Campaign: Director Sims discussed the new Libraries Transform campaign that is currently being publicized by the American Library Association. A short video detailing the campaign was viewed. Posters and other promotional materials could be developed based on the campaign slogans. This could be timed with the completion of the renovation to maximize the potential impact. E. Administrative Reports 1. Committee Reports: None. 2. Comments from Library Board: Mccalman asked about the potential of holding a meeting at Do Space, the new digital library in Omaha. Assistant City Administrator Myers indicated that the Library Board Bylaws may require that all meetings take place within the city limits of Papillion. 3. President Schroeder asked Director Sims how she felt after her first few months as Director. Director Sims reported that she is very happy with the progress that has been made. She feels the staff is coming together as a team and is accomplishing great things. The focus moving forward will be on bringing in the two additional staff members that are accounted for in the budget, as well as improving adult services. President Schroeder noted that the Library Board is pleased with how the Library is functioning. 4. Comments from the City: Assistant City Administrator Myers reported that an open house will be planned for the completion of the renovation, and that the 20th anniversary of the current facility could potentially be wrapped into the same event. Assistant City Administrator Myers left the meeting at 5:55 p.m. F. Closed Session: Litigation, Personnel Matter, and Negotiations (if applicable): None. G. Adjournment: Montgomery motioned to adjourn the meeting at 6:04pm. Second: Mccalman. Roll Vote: Kryger: yes, Mccalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Meeting adjourned at 6:04pm.