Board of Trustees of Sump Memorial Library

Minutes of the Sump Memorial Library Board of Advisors Monday, April 25, 2016 The Board of Advisors of Sump Memorial Library met in an open and public session at Sump Memorial Library on April 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 (late), Peggy Montgomery, Paul Schroeder, Steve Kryger, and Jacquelyn Wilson. Also present were Library Director Rebecca Sims, Assistant Director Matt Kovar, Youth Services Manager Cathy McMahon, and Justin Dembowski with Eakes Office Solutions. 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 D.l .A. moved in advance of item C. l.: Montgomery; Second: Wilson. Roll vote: Kryger: yes, McCalman: absent, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried. 2. Approval of the minutes of the March 28, 2016 Board meeting: Motion: Kryger; Second: Montgomery. Roll vote: Kryger: yes, McCalman: absent, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried. C. Library Director's Report 1. Correspondence and Communications: Director Sims reported that she attended a Pioneer Consortium meeting where the future of the Pioneer catalog was discussed. Upgrades to the current system are set to roll out this fall. The system will be evaluated following the updates to see if it is still meeting the needs of the Library, or if another option should be explored. President Schroeder asked if an alternative system would fit into the current system set up. Director Sims clarified that it would replace the current system altogether. Director Sims and MaLinda McEntire attended the spring meeting of the Technical Services Round Table of the Nebraska Library Association. They presented on processing board games. New library cards have arrived with the new Sump logo. Cards were passed around to attendees for review. Library staff had a development day on April 19 and 20 while the building was closed for renovations. Events included fire extinguisher training, browsing Nebraska Furniture Mart for furniture ideas, a group lunch, touring Do Space, and collection development at Barnes and Noble. Staff also met on Wednesday morning to review the Strategic Plan. The Assistant Director' s Report was reviewed. Assistant Director Kovar reported that he has been working with the shelving movers to determine the final placement of shelving fixtures. He also attended the Public Library Association Conference in Denver from April 5-9. Many of the sessions he attended focused on customer service, adult programming, and collection development.  The Youth Services Report was reviewed. Youth Services Manager McMahon reported that the Summer Reading Program has been streamlined from last year. Most of this is due to the vacant Youth Services Assistant position. McCalman asked about the replacement of this staff member. Director Sims noted that the process for regrading that position has started. McMahon noted that the reception for the Sarpy County Youth Detention Center grant was a huge success. The recipients of the materials were very grateful, and multiple representatives from the project partners were present. The grant was a successful partnership between Sump, UNO, Oriental Trading, and the Sarpy County Sherriffs Department. McMahon was congratulated on her receipt of the Metro Reading Council's Celebrate Literacy Award. She will be presented with her award on Thursday, April 28 . 2. Financial Report: Director Sims shared that work has started on the upcoming budget. Revenue projections have been completed and submitted. Library staff will be meeting in the upcoming weeks to start the process of determining expenditure numbers. D. Agenda Items 1. Old Business A. Renovation Update: (This item was moved in advance of agenda item C. l.) Director Sims led a tour around the Library, showcasing the progress being made on the renovation. Justin Dembowski with Eakes Office Solutions gave an overview of current options being explored for furnishings for the renovated space. Copies of the furniture proposals were circulated for review. Director Sims noted that the grand opening for the renovation would likely take place in late summer to allow for lead times on furniture and new computers. Justin Dembowski left the meeting at 5:09pm. McCalman asked about the financial stance of the project. Director Sims overviewed the project financial outline provided in the Library Board packet. The Library Foundation will be approached for funding for furniture. The workroom cubicles will be replaced out of the Library furniture budget. The proposed furnishings may need to be purchased in stages to make it financially feasible. 2. New Business A. Summer Reading Program Plans: Summer Reading calendars for youth and adults were circulated for review. Both programs will begin on May 23. McMahon noted that the youth programs have been streamlined from previous years, but the overall structure of the program is the same. Kovar explained that Adult Summer Reading will consist of completing monthly BINGO cards to enter to win one of four grand prize options. There will also be a variety of adult programs offered. B. Bookstore Furnishings: Jane Nielsen has resigned as President of the Friends of the Library due to other commitments. The search has begun for a replacement. The bookcases in the bookstore are in need of replacement. Director Sims is working with the Friends on a solution to finding new shelving and resolving an ADA issue with having bookcases in the center of the bookstore. C. Parking on Jefferson Street: Director Sims reported that the upcoming bids for additional parking on Jefferson Street may come in well below original estimates.  This would leave the remaining funding open for possible use for furnishings . More information will be available in the coming weeks. Wilson left the meeting at 6:12 p.m. E. Administrative Reports 1. Committee Reports: None. 2. Comments from Library Board: None. 3. Comments from the City: None. F. Closed Session: Litigation, Personnel Matter, and Negotiations (if applicable): None. G. Adjournment: Montgomery motioned to adjourn the meeting at 6:14 p.m. Second: McCalman. Roll Vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Meeting adjourned at 6:14 p.m.