Board of Trustees of Sump Memorial Library

Minutes of the Sump Memorial Library Board of Advisors Monday, March 28, 2016 The Board of Advisors of Sump Memorial Library met in an open and public session at Sump Memorial Library on March 28, 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. Ro 11 call : A. Present were Board Members Susan McCalman, Peggy Montgomery, Paul Schroeder, Steve Kryger (late), and Jacquelyn Wilson (late). Also present were Library Director Rebecca Sims, Assistant Director Matt Kovar, Youth Services Manager Cathy McMahon, Sump Teen Volunteer Alysen Hansen, and parents Gene Hansen and Susan Hansen. 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. Wilson entered the meeting at 4:32 p.m. B. Meeting Approval Items 1. Approval of Agenda: Motion to approve an amended agenda with item D.2.B moved in advance of item B.2.: McCalman; Second: Montgomery. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried. Kryger entered the meeting at 4:37 p.m. 2. Approval of the minutes of the February 22, 2016 Board meeting: Motion: Montgomery; Second: Wilson. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried. C. Library Director' s Report 1 1. Correspondence and Communications: A note was circulated compl/menting Library staff. Two cards were also received in praise of the Youth Services Department. Director Sims went over the contents of the Director' s Report included in the meeting packet. Periodic meetings of Sarpy County library directors will begin again soon, in an effort to share ideas. Multiple administrative processes for the City have been updated recently, and Director Sims has been trained in their use. Director Sims is a member of the development team for the Papillion Leadership Academy, which is being planned for the coming year. Director Sims has agreed to serve as Secretary for the Pioneer Consortium for the upcommg year. There are multiple training opportunities for staff in the upcoming weeks. The Assistant Director' s Report was reviewed. Assistant Director Kovar noted that he would be attending the Public Library Association Conference in Denver from April 5-9. The Adult Summer Reading Program is currently being developed, with several large prizes and wellness programs for participants.  The Youth Services Report was reviewed. Youth Services Manager McMahon noted that th a special program would be held on April 12 for the birthday of Beverly Cleary in th conjunction with St. Colurnbkille' s 5 Grade classes. Story Time at the Papillion Recreation Department is going well. Attendance has been strong at the temporary location. 2. Financial Report: A current report of Library financials was circulated. Director Sims noted that salaries are still below average for this point in the funding year, but there are still two staff vacancies for the new positions in youth services and acquisitions/administrative assistant. A worksheet of revenue projections for the next budget year was circulated for review. A fee will no longer be charged for completing an ILL search, but will instead be assessed upon pickup of the item by the patron. D. Agenda Items 1. Old Business A. Ratification of By-Laws: A copy of the Library Board By-Laws that were approved by the City Council was distributed. Director Sims noted that no additional action was required. Kryger emphasized that the same approval process needs to be completed with all policies for the protection of the staff and Library Board. B. Renovation Update: Director Sims explained that the renovation is progressing, and that she is keeping patrons up to date on changes through the renovation blog located on the website. Director Sims then led meeting attendees on a tour through the facility and pointed out the different areas that are currently under construction. Lighting replacement in the main area of the facility will begin next week. This will require that the entire area be closed off to the public, which is roughly half of the public space. Carts will be loaded with DVDs and audio books to allow patrons to access some of the collection during the lighting replacement. The main entry will also move to the South side of the building while the front doors are inaccessible. 2. New Business A. Active Shooter/Standard Response Protocol (SRP) Training: Director Sims reported that a representative from the Police Department evaluated the Library and determined steps that need to be taken to be prepared for an active shooter situation. Library staff will be completing training to match the Standard Response Protocol being used in local schools. Formal training will likely take place following the Summer Reading Program, but informal training will continue to take place until then. B. Sump Memorial Library Volunteer Alysen Hansen Honored: (This agenda item was moved in advance of item B.2.) Youth Services Manager McMahon introduced Alysen Hansen and her parents Gene and Susan Hansen to the Library Board. Alysen was honored as an outstanding volunteer at the Nebraska Library Association' s th Library Advocacy Day on March 8 • Alysen received her award from State Senator Jim Smith, and was also recognized in a resolution before the Legislature. The Library Board thanked Alysen for her outstanding work as a volunteer. Alysen Hansen, Gene Hansen, and Susan Hansen left the meeting at 4:40 p.m. E. Administrative Reports 1. Committee Reports: McCalman reported that although the Facilities Committee has not met, she will continue to offer her assistance when selecting furnishings for the renovation.  2. Comments from Library Board: McCalman asked about the status of an open house after the completion of the renovation. Director Sims explained that the open house would be held sometime in late summer and would be coordinated with other City events. Kryger shared that John Grisham will be speaking at the Baxter Arena, and suggested that tickets may make a nice prize for a patron drawing. He also shared that the Nebraska Wildlife Federation received an education grant for pollination, which relates to the monarch butterfly. He suggested that this could be an opportunity for programs or collaboration with local youth and gardening groups. 3. Comments from the City: None. F. Closed Session: Litigation, Personnel Matter, and Negotiations (if applicable): None. G. Adjournment: McCalman motioned to adjourn the meeting at 5:50 p.m. Second: Wilson. Roll Vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Meeting adjourned at 5:50 p.m.