Board of Trustees of Sump Memorial Library

Minutes of the Sump Memorial Library Board of Advisors Monday, June 25, 2018 The Board of Advisors of Sump Memorial Library met in an open and public session at Sump Memorial Library on June 25, 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, Peggy Montgomery, and Paul Schroeder. Also present was Assistant Library Director Matt Kovar and Youth Services Manager Cathy McMahon. Absent: Library Director Becky Sims. 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 l . Approval of Agenda: Motion to approve the agenda: Montgomery; Second: McCalman. Roll Vote: Jones: yes, Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes. Motion carried. 2. Approval of the minutes of the May 21, 2018 Board meeting: Motion: Jones; Second: McCalman. Roll Vote: Jones: yes, Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes. Motion carried. C. Library Director's Report 1. Correspondence and Communications: Assistant Director Matt Kovar informed the Board that Director Sims plans to return in mid to late-July. 2. Financial Report: Assistant Director Kovar reviewed the financial report that was circ,ulated to the Library Board. The current budget year is over half-complete. Several large expenses have not yet been paid, including the SirsiDynix conversion fee. Aside from those larger upcoming expenses, the budget is on track. 3. Staff Board Reports: The Library Director report was reviewed. Assistant Director Kovar noted that roof repair for the Director's office has been scheduled for the middle of July. The job posting for the part-time Secretary I position has been sent to Human Resources, and will be posted this week. The Assistant Director report was reviewed. Assistant Director Kovar noted that he is currently working on a review and update of the strategic plan, which is due to the Nebraska Library Commission in September. Kovar is also part of a marketing committee that has been developed for Papillion Landing. The Youth Services report was reviewed. Youth Services Manager McMahon gave an overview of recent programs, as well as upcoming outreach for the school year. Discussion followed over the possibility of increasing the number of outreach activities in local schools. D. Agenda Items l . Old Business  A. Library Policy Review - questions and comments on proposed revisions: The Library Board discussed the proposed Confidentiality of Patron Records Policy and Library Card and Circulation Policy. Montgomery had several suggestions for minor changes to the Library Card and Circulation Policy. She will send her edits to Assistant Director Kovar to be incorporated into the draft before it is sent out to the Board. Kryger had several suggestions for changes to the proposed Confidentiality of Patron Records Policy. A copy of his edits was provided to Assistant Director Kovar to incorporate into the draft and send to the Legal Department for review. The draft will then be sent out to the Board for review. B. Craig Johnson Event - Status: Assistant Director Kovar reported that tickets for the meet-and-greet event are still available to the public for $45 . There are also still general admission tickets available. Additional marketing will take place over the next month to publicize the event. C. FY2018/2019 Budget - Status: A draft version of the proposed FY2018/2019 budget was provided to the Board for review. Assistant Director Kovar provided an overview of the different line items, and noted an:y new items or changes from the previous year. The draft budget has now been sent on to City Administration for review and comment. Updates on the progress of the budget will be sent out to the Board. D. Library Board Appointments (McCalman & Jones) Rl8-0101: Assistant Director Kovar shared that the appointments for Board members Mccalman and Jones were approved by the City Council'. 2. New Business: A. Air Handler Unit 1 - Status and Plan: Funding for the replacement of air handler unit l is included in the draft CIP budget. Replacement ot: air handler unit 2 is a priority one request for the FY2019-2020 budge . If approved, the first unit will be replaced at the beginning of FY2018--2019. Chris Petersen from Mechanical, Inc. has been in to look over the units, and has recommended additional monthly maintenance to increase the likelihood that both air handlers can make it through the summer without any maJor issues. E. Administrative Reports l. 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, ersonnel Matter, and Negotiations (if applicable): None. G. Adjournment: Jones motioned to adjourn the meeting at 5:39 p.m. Second: Montgomery. Roll Vote: Jones: yes, Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes. Meeting adjourned at 5:39 p.m. Next meeting will be July 23 , 2018 at 4:30 p.m., in conference room 50.