Board of Trustees of Sump Memorial Library

Minutes of the Sump Memorial Library Board of Advisors Monday, May 21, 2018 The Board of Advisors of Sump Memorial Library met in an open and public session at Sump Memorial Library on May 21, 2018 at 4:30 p.m. A. Call to order: The meeting was called to order by Library Board President Paul Schroeder at 4:32 p.m. 1. Roll call: A. Present were Board Members Steve Kryger, Susan McCalrnan, and Paul Schroeder. Also present were Library Director Rebecca Sims, Assistant Director Matt Kovar, and Assistant City Administrator Amber Powers. Absent: Erin Jones and Peggy Montgomery. 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: Kryger; Second: McCalman. Roll Vote: Jones: absent, Kryger: yes, McCalman: yes, Montgomery: absent, Schroeder: yes. Motion carried. 2. Approval of the minutes of the April 23, 2018 Board meeting: Motion: Kryger; Second: McCalman. Roll Vote: Jones: absent, Kryger: yes, McCalman: yes, Montgomery: absent, Schroeder: yes. Motion carried. C. Library Director' s Report 1. Correspondence and Communications: Director Sims reported that a new funding request form has been developed for use with the Friends of the Library. The Friends have granted $600 for books for summer reading incentives, and $500 to support the Craig Johnson event. The Library has received $3,151 in state aid from the Nebraska Library Commission. This will be used for services that are above and beyond normal operating expenses, including $1 ,000 to purchase books for the Juvenile Justice Center. Staff members are currently thinking of ideas for the remaining funding, including a virtual reality system and wireless hotspots for patrons. The Library Board has been re-certified by the Nebraska Library Commission for three years, expiring in May of 2021 . 20 hours of continuing education will be required to re- certify in 202 l. The NLA conference in 2019 will be in La Vista, which will be a good opportunity to gain continuing education credits. 2. Financial Report: Director Sims gave an overview of the financial report. The budget is on target for this point in the year. 3. Staff Board Reports: Director Sims noted that the collection additions and deletions for the previous month are somewhat irregular due to the ILS conversion. The Sarpy library directors have been meeting regularly to plan the Craig Johnson author  event. The roof over the Director' s office and the break room will be replaced, as there have been continuous issues with leaks. The cost for replacement is $6,933. A carbon monoxide detector has been installed. The backup generator in the attic has had a replacement battery installed. The Assistant Director's Report was reviewed. Several staff members attended the Stronger Together Conference at UNO several weeks ago . The subject of the conference centered on partnerships between public libraries and school districts. Director Sims noted that a possible way to approach serving local students and families would be to offer a youth card. Conversations will continue on the potential of implementing partnership ideas from the conference. The Youth Services Report was reviewed. The Summer Reading Program for youth and adults will begin next week. All materials for youth and adults will be available online. D. Agenda Items 1. Old Business A. Library Policy Review - Questions and Comments: Kryger suggested that the discussion over the revised Library Card and Circulation Policy be tabled until the June meeting, when the entire Board is present. A suggested revision of the Confidentiality of Patron Records policy was handed out for review. Kryger mentioned that there may need to be something incorporated into the policy about the privacy of electronic records. B. Library Board Members Contact Information: Library Board members were asked to update their contact information. The updated information will then be sent to the City Clerk. C. Craig Johnson Event- Status: Director Sims circulated examples of marketing materials for the Craig Johnson author event. Posters will be displayed at each library. A press release will also be sent out to the news media. There will be meet-and-greet tickets available for $45, and free general admission tickets available to the public. There are 70 meet-and-greet and 630 general admission tickets currently available. The Board discussed ways to increase publicity of the event, including marketing to local bookstores and western stores. 2. New Business: A. FY2018/2019 Budget - Status: The first budget meeting is planned for June 6 th . The Capital Improvement Project items have been submitted for review. HVAC replacement is part of the CIP requests. The first draft of budget expenditures has been submitted. The operating budget has very little increase from last year, and the personnel budget has a small increase due to pay increases. 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): The Library Board went into closed session to discuss personnel matters at 5:30 p.m. The closed session included the following: Library Board Members, Library Director Becky Sims, Assistant Library Director Matt Kovar, and Assistant City Administrator Amber Powers. The Library Board came out of closed session at 5:41 p.m. G. Adjournment: McCalman motioned to adjourn the meeting at 5:41 p.m. Second: Kryger. Roll Vote: Jones: absent, Kryger: yes, McCalman: yes, Montgomery: absent, Schroeder: yes. Meeting adjourned at 5:41 p.m. Next meeting will be June 25 , 2018 at 4:30 p.m. , in conference room 50.