Board of Trustees of Sump Memorial Library

Minutes of the Sump Memorial Library Board of Advisors Monday, July 23, 2018 The Board of Advisors of Sump Memorial Library met in an open and public session at Sump Memorial Library on July 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. l. Roll call: A. Present were Board Members Steve Kryger, Susan McCalman, Peggy Montgomery, and Paul Schroeder. Also present were Library Director Rebecca Sims, Assistant Director Matt Kovar, Youth Services Manager Cathy McMahon, and Assistant City Administrator Amber Powers. Absent: Erin Jones. 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: McCalman; Second: Kryger. Roll Vote: Jones : absent, Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes. Motion carried. 2. Approval of the minutes of the June 25 , 2018 Board meeting: Motion: Kryger; Second: McCalman. Roll Vote: Jones: absent, Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes. Motion carried. C. Library Director' s Report 1. Correspondence and Communications: Director Sims reported that she is back to work, and has been catching back up on updates. 2. Financial Report: Director Sims gave an overview of the financial report. The funds in the software line are much higher than they would normally be at this point in the year, but a large invoice for the Sirsi conversion is in the process of being paid. 3. Staff Board Reports : Director Sims noted that she is working on getting updated on what went on while she was gone. There were several other updates that were related to items further on in the ag~nda. The Assistant Director' s Report was reviewed. The Adult and Youth Summer Reading Program will wrap up at the end of this week. Adult participation is down from last year. The Youth Services Report was reviewed. Youth Services Manager McMahon noted that numbers of reading logs are down from this point in previous years, but the final numbers will not be available until next week. It was noted that many libraries around the region are seeing declining attendance. A revamp of the youth and adult programs will likely take place for next summer. A discussion followed on the types of services requested by local schools, and how that relates to the services offered by public and school libraries. McMahon explained that the main purpose of the youth department outreach to schools is to foster the love of reading in students. D. Agenda Items  I. Old Business A. Library Policy Review - Questions and Comments: The Library Card and Circulation Policy is up for approval. Motion by Kryger to approve the Library Card Policy as presented. Second: Montgomery. Roll Vote: Jones: absent, Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes. Motion carried. Motion by McCalman to approve the Circulation Policy as presented. Second: Montgomery. Roll Vote: Jones : absent, Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes. Motion carried. Discussion over the Confidentiality of Patron Records policy will be tabled until the August meeting. B. Craig Johnson Event - Status: The author event will take place on August l ih. There are still free and paid tickets available. There is currently work going on at the committee level to get a broader reach for publicity in advance of the event. McCalman suggested sending information out to the local western stores. Director Sims will send out an email following the meeting about marketing updates and volunteer needs. C. FY2018/2019 Budget - Status: Director Sims reported that the budget is moving through the approval process. Once an approved budget is available, it will be sent out to the Library Board. Director Sims gave an overview of the budget process, and how it will change next year. D. Air Handler Units and Furnaces: During the budget process, the full replacement of the HV AC system was added back into the CIP budget. Pending the approval of the budget, the replacement can take place before the winter weather hits. The amount included in the CIP budget for the HVAC system is $119,000. The bidding process will begin soon, so the units can be replaced as soon as possible. 2. New Business: A. Papillion Landing - Library Spaces: Director Sims noted that Library staff will be meeting with Lori and Tim from the Recreation Department on Friday to make sure that the two departments are on the same page with the Papillion Landing project. There are several questions that need to be asked regarding planning and policies for the facility. A separate budget will be created for the following fiscal year ( 19/20) to identify needs for the new facility. Library staff had a meeting today to discuss ideas for services and programs for the completed facility. E. Administrative Reports I. 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: McCalman motioned to adjourn the meeting at 5:08 p.m. Second: Montgomery. Roll Vote: Jones: absent, Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes. Meeting adjourned at 5:08 p.m. Next meeting will be August 27, 2018 at 4:30 p.m., in conference room 50.