Board of Trustees of Sump Memorial Library

Minutes of the Sump Memorial Library Board of Advisors Monday, April 23, 2018 The Board of Advisors of Sump Memorial Library met in an open and public session at Sump Memorial Library on April 23, 2018 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 Erin Jones, Steve Kryger, Susan McCalman(late), Peggy Montgomery, and Paul Schroeder. Also present were Library Director Rebecca Sims, Assistant Director Matt Kovar, and community member Joey Hunter. Absent: None. 2. Affidavit of Publication in the Papillion Times: 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 the agenda: Montgomery; Second: Kryger. Roll Vote: Jones: yes, Kryger: yes, McCalman: absent, Montgomery: yes, Schroeder: yes. Motion carried. 2. Approval of the minutes of the March 26, 2018 Board meeting: Motion: Montgomery; Second: Kryger. Roll Vote: Jones: yes, Kryger: yes, McCalman: absent, Montgomery: yes, Schroeder: yes. Motion carried. C. Library Director's Report 1. Correspondence and Communications: Director Sims reported that she has submitted a request to the Friends of the Library for funding of several projects. The Friends had several questions regarding the request, and answers are being compiled. The new Library catalog system is now live and available to the public. Feedback on how the new system is working is welcomed. The old catalog is available to staff until this Friday for any lingering questions or issues. Director Sims met with the other Sarpy County library directors to discuss the Craig Johnson author event. There are several facilities issues currently being addressed. A roof leak above the Directors office has required some juggling within the facilities maintenance budget. The cork flooring and the public restroom tile have plans for being sealed, but they may need to wait until the next budget year, if costs for the roof repair are too large. Four staff members will be attending a user group meeting for the new library catalog system in Columbus next Friday. Director Sims attended a meeting related to contracts, and what procedures need to be followed when drafting, evaluating, and signing contracts and agreements. The Assistant Director's Report was reviewed. The Youth Services Report was reviewed. The Summer Reading Program for youth and adults will begin May 29 th .  2. Financial Report: Director Sims gave an overview of the financial report. A report for the first half of the fiscal year was included in the meeting packet. Revenue projections for the next fiscal year were recently submitted to the finance department, which Director Sims reviewed with the Board. Revenue projections are very similar to last year. Non- resident fees are currently at less than 50% for the year, but the majority of fees come in during the summer months. Director Sims gave an overview of the budget process for determining revenues, expenditures, and taking the draft budget to a committee of department heads. McCalman entered the meeting at 4:53 p.m. Director Sims discussed the need for duct furnaces to be replaced, due to the risk of the units cracking and potentially releasing carbon monoxide. Board members asked about the location of carbon monoxide detectors in the building. Director Sims will check and follow up. D. Agenda Items 1. Old Business A. ILS Conversion Status: The conversion from Koha to Symphony has been completed. There are still some small issues being worked out, but the system is functioning and staff are getting used to the new processes. B. Upcoming Term Expirations: Erin Jones will reach the end of her term in June, and Susan McCalman will reach the end of her term in July. C. Craig Johnson Event - Status: Director Sims reported that the author event with Craig Johnson will take place on August 17th • There will be free tickets for the main event, but paid tickets will be available for a meet-and-greet before the public event begins. Planning for the event is currently underway. The event will take place at the Beardmore Center in Bellevue. The public event will take place beginning at 7 p.m. 2. New Business: A. Library Policies Review Process: Each meeting, a few pages of the policy manual will be brought to the Board for review. This is intended to be a manageable way to review and revise the policy manual. The policy up for review at the next meeting is the Library Card and Circulation Policy. Copies were distributed for review. B. Budget - Status: Director Sims gave an overview of the budget status for this year, as well as the planning process for the next fiscal year. E. Administrative Reports 1. Committee Reports: None. 2. Comments from Library Board: None. 3. Comments from the Friends of the Library/Library Foundation: None. 4. Comments from the City: None. F. Closed Session: Litigation, Personnel Matter, and Negotiations (if applicable): None. G. Adjournment: Jones motioned to adjourn the meeting at 5: 13 p.m. Second: Kryger. Roll Vote: Jones: yes, Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes. Meeting adjourned at 5: 13 p.m. Next meeting will be May 21, 2018 at 4:30 p.m. , in conference room 50. This is the third Monday of the month, as the fourth Monday is Memorial Day.