Trustee Meeting Minutes – 2015/06/23

Minutes of the Sump Memorial Library Board of Trustees
Tuesday, June 23, 2015

The Board of Trustees of Sump Memorial Library met in an open and public session at Sump Memorial Library on June 23, 2015 at 3:00 p.m.

  1. Call to order: The meeting was called to order at 3:00 p.m.
    1. Roll call:
      1. Present were Board Members Steve Kryger, Susan McCalman, Peggy Montgomery (late), Paul Schroeder, and Jacquelyn Wilson. Also present were Assistant City Administrator Chris Myers and Interim Library Director Matt Kovar.
    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.
    4. Correspondence: The most recent issue of The Voice was circulated for review.
  2. Agenda
    1. Approval of the Agenda: Motion: McCalman; Second: Wilson. Roll vote: Kryger: yes, McCalman: yes, Montgomery: absent, Schroeder: yes, Wilson: yes. Motion carried.
    2. Approval of the May 26, 2015 meeting minutes: Motion: McCalman; Second: Wilson. Roll vote: Kryger: yes, McCalman: yes, Montgomery: absent, Schroeder: yes, Wilson: yes. Motion carried.
  3. Finances
    1. Finance report – The May financial report was not yet available from the Finance Department at the time of the meeting.
  4. Committee reports
    1. Facilities committee: Assistant City Administrator Myers shared that the application has been submitted for the potential renovation grant. We will be notified of the outcome on June 30th. The planning for how to move forward with the grant if accepted would begin after June 30th. If the application is not accepted, the plan for renovation will be revised.
  5. Staff reports
    1. The Interim Director’s report was reviewed.
    2. The Youth Services report was reviewed.
  6. Friends of the Library Report: No Report. Kryger expressed concern about the ease of members of the public being able to determine when the Friends of the Library Bookstore is open, as well as having enough volunteers to staff the bookstore. These topics will be discussed at the next meeting of the Friends. Montgomery entered the meeting at 3:15pm.
  7. Library Foundation Report: No Report. McCalman suggested having members of the Foundation present at the July or August Board meetings to strengthen their relationship with the Library Board.
  8. Old Business
    1. Strategic Planning Update: Interim Director Kovar shared that the initial meeting of the Strategic Planning Committee will take place on Monday, June 29th at 4:30pm. This meeting will mainly be an opportunity for committee members to meet and learn about the planning process. Bullet point outcomes of each meeting will be sent to Board members to keep them up-to-date on the planning progress. Library Board members have been asked to complete a SWOT analysis of the Library by July 10th. These forms can be returned to the Library for compilation. Assistant City Administrator Myers suggested that members of the Downtown Business Association also be included on the distribution list for the SWOT analysis. Kovar will also look into using the Library’s email database to send the survey out to a representative group of patrons.
    2. Library Director Selection (Defer to closed session): President Schroeder asked if there was a motion to go into closed session to protect the public interest to discuss personnel matters. Motion: Montgomery; Second: Kryger. Proponents: None. Opponents: None. Board Discussion: None. Roll Vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried. President Schroeder stated for the record that the purpose of the closed session is to only discuss personnel matters. The Library Board went into closed session at 3:20pm. The closed session included the following: Library Board Members.

President Schroeder announced at 4:11pm that the only topic discussed in closed session was personnel matters. McCalman put forth a motion to come out of closed session. Second: Montgomery. Roll Vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.

Discussion over the details of salary and a probationary period of the new Director followed. Clarification was given that salary may be increased following 6 months, and annually in October. A motion was put forth to nominate to the City Council the name of Rebecca Sims as candidate for Director of the Sump Memorial Library. Motion: McCalman; Second: Kryger. Roll Vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.

President Schroeder will contact the candidate to offer a conditional offer of employment, conditional upon the completion of a drug screen, background check, and approval by the City Council. A letter of nomination to the City Council will be drafted and distributed to the Board for review. The Board will be notified when the nomination will go before the City Council. McCalman expressed support for an open house for the new Director after confirmation. Kryger was concerned that the Mayor’s and City Administrator’s involvement was not consistent with the wording of the new ordinance, which gave the Library Board exclusive control over the director nomination process. However, Kryger recognized the practicality of their involvement in interviewing the California candidate. Assistant City Administrator Myers explained that this involvement was to allow the candidates to have the opportunity to meet with City representatives prior to a nomination being made. President Schroeder expressed the Board’s appreciation of the assistance of Myers throughout the search process, and requested that a letter of thanks be sent to the selection committee. City officials and Library staff will be notified of the nomination of Rebecca Sims as Director at 8am on Wednesday, June 24th.

  1. New Business:
    1. Twilight Criterium Early Closure: The Twilight Criterium will be held in downtown Papillion on Saturday, August 15th. Montgomery put forth a motion to close the Library at Noon on Saturday, August 15th for the Twilight Criterium. Second: Wilson. Roll Vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.
  2. Comments from the Floor: None.
  3. Comments from the Library Board: Kryger requested that once the Library Board Bylaws are passed by the Board, they are sent on to the City Council for approval, as the Council has the authority to override any rules or regulation approved by the Board. Kryger stated the City Council should take responsibility, along with their authority, of the new bylaws, etc.,by approving the actions taken by the Board so both entities are on the same page, and all pursuant to the new ordinance.
  4. Closed Session to Discuss Personnel Matters:
  5. Adjournment –Montgomery motioned to adjourn the meeting at 4:51pm. Second: McCalman. Roll Vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.
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Trustee Meeting Minutes – 2015/03/23

The Board of Trustees of Sump Memorial Library met in an open and public session at Sump Memorial Library on March 23, 2015 at 4:30 p.m.

  1. Call to order: The meeting was called to order at 4:30 p.m.
    1. Roll call:
      1. Present were Board Members Steve Kryger, Susan McCalman, Peggy Montgomery, Paul Schroeder, and Jacquelyn Wilson (late). Also present were Interim Library Director Matt Kovar and Assistant City Administrator Christine Myers.
    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.
    4. Correspondence: None
  2. Agenda
    1. Approval of the Agenda: Motion: Montgomery; Second: McCalman. Roll vote: Kryger: abstain, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
    2. Approval of the February 23, 2015 meeting minutes: Motion: Montgomery; Second: McCalman. Roll vote: Kryger: abstain, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
  3. Finances
    1. Finance report – A report of expenditures for February was presented.
    2. Finance committee report: No report. Kryger questioned whether a finance committee is needed under the new Board structure.
  4. Committee reports
    1. Facilities committee: McCalman reported that she met with President Schroeder, Councilman Glover, and Interim Director Kovar to go over the renovation plans created by Alley Poyner. Assistant City Administrator Myers noted that Councilman Glover also met with herself and Alley Poyner to review the plans to accommodate immediate needs.
    2. Advocacy committee: No Report.
  5. Staff reports
    1. The Assistant Director/Community Engagement Coordinator’s report was reviewed.
    2. The Youth Services report was reviewed.
    3. The Information Systems report was reviewed.
  6. Friends of the Library Report: No Report.
  7. Library Foundation Report: No Report.
  8. Old Business
    1. Library Director Search Committee – The individuals that have agreed to sit on the search committee are: Becky Crofoot, John Erickson, Kim Nelson, Susan McCalman, and Peggy Montgomery. All coordination for the search committee efforts will go through the Assistant City Administrator, who will also develop a timeline and structure for the search process. McCalman and Montgomery will meet with Assistant City Administrator Myers to discuss the search process. There are currently four candidates with submitted applications.
    2. Strategic Planning Committee: Interim Director Kovar indicated that the materials for accreditation need to be completed by September, but additional review was needed to identify a timeline and requirements for the Strategic Planning Committee. Assistant City Administrator Myers suggested that a plan be created working backwards from the deadline to determine how much time will be needed to complete the process. Thank you notes will be sent to the members of the committee to let them know that they will be contacted as soon as the process is ready to begin.
  9. New Business
    1. Sump Memorial Library By-Laws Revision – The City Attorney will compare the existing Board by-laws to Ordinance 1709 to find any changes that need to be made. The proposed revisions will then be presented to the Board. McCalman suggested that Richard Miller from the Nebraska Library Commission be consulted. Kryger requested that the changes made to the by-laws be tracked so the Board can easily see what has been changed. Discussion followed over the relationship between the City and the Board in the approval of Library policies.
  10. Comments from the Floor: None.
  11. Comments from the Library Board: President Schroeder expressed the need for building planning to look to the future, instead of the present-day needs, and encouraged staff input on the needs for the next five to ten years.
  12. Closed session – none
  13. Adjournment –President Schroeder declared the meeting adjourned at 6:10pm.
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Trustee Meeting Minutes – 2015/02/23

The Board of Trustees of Sump Memorial Library met in an open and public session at Sump Memorial Library on February 23, 2015 at 4:30 p.m.
A. Call to order: The meeting was called to order at 4:30 p.m.
1. Roll call:
A. Present were Board Members Susan McCalman, Peggy Montgomery, Paul Schroeder, and Jacquelyn Wilson (late). Absent: Steve Kryger. Also present were Library Director Robin Clark and Assistant Director Matt Kovar.
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.
4. Correspondence: None
B. Agenda
1. Approval of the Agenda: Motion: McCalman; Second: Montgomery. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
2. Approval of the January 26, 2015 meeting minutes: Motion: McCalman; Second: Montgomery. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
3. Approval of the February 17, 2015 special meeting minutes: Motion: McCalman; Second: Montgomery. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
C. Finances
1. Finance report – A report of expenditures for January was presented.
2. Finance committee report: No report.
D. Committee reports
1. Facilities committee: McCalman reported that Alley Poyner presented two plan options at the final building planning meeting. Both plan options focus on reconfiguring staff areas and using shelving to increase collection size, with plan B expanding the youth area to the North. It is the Boards understanding that the plans will next be presented to the Public Facilities Committee.
2. Advocacy committee: A Sump volunteer, Haylee Wawrzynkiewicz, will be recognized at NLA Advocacy Day on March 10th in Lincoln.
E. Staff reports
1. The Director’s report was reviewed. Director Clark reported that a contract for seasonal service on the HVAC system has been signed with Pitlor.
2. The Youth Services report was reviewed.
3. The Information Systems report was reviewed.
4. The Assistant Director/Community Engagement Coordinator’s report was reviewed.
F. Friends of the Library report: None.
G. Library Foundation Report: The Library Foundation met on February 9th.
H. Old Business
1. Strategic Planning Committee: The deadline for completing the strategic plan for accreditation is September 30th. Brian Maass and Jane Nielsen have been asked to serve on the committee. Each Board member will suggest one possible name to serve on the committee.
I. New Business
J. Comments from the Floor: None.
K. Comments from the Library Board: President Schroeder asked about the status of the director search. McCalman and Montgomery reported that they are still working to find members for the search committee.
L. Closed session – none
M. Adjournment –President Schroeder declared the meeting adjourned at 5:50p.m

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Trustee Meeting Minutes – 2015/01/26

A. Call to order: The meeting was called to order at 4:30 p.m. by President Schroeder.
1. Roll call:
A. Present were Board Members Paul Schroeder, Susan McCalman, Peggy Montgomery, Steve Kryger, Jacquelyn Wilson(late). Also present were Library Director Robin Clark, Administrative Assistant Wanda Butts, Assistant Director Matt Kovar, City Administrator Dan Hoins, Nebraska Library Commission Library Development Director Richard Miller, and Omaha World Herald Reporter Emily Nohr.
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.
4. Correspondence: Several thank-you notes were circulated.
B. Agenda
1. Approval of the Agenda: Motion: Montgomery; Second: Kryger. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
2. Approval of the December 22, 2014 meeting minutes: Motion: Montgomery; Second: Kryger. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
C. Finances
1. Finance report – A report of expenditures for the previous month was presented.
2. Approval of expenditures: $21,043.84. Motion: Kryger; Second: Montgomery. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.
3. Finance committee report: No report.
D. Committee reports
1. Facilities committee: Director Clark reported that City maintenance staff has spent significant time at the library performing general maintenance. Director Clark also noted that repairs will take place on one of the upstairs HVAC units in the spring.
2. Advocacy committee: 2015 Advocacy Day will take place on March 10th in Lincoln. The Board is encouraged to attend if interested.
E. Staff reports
1. The Director’s report was reviewed. Director Clark reported that a town hall meeting about the future of the Bellevue Public Library will take place on February 2nd at Bellevue University, for all that are interested. Director Clark also noted that Lincoln City Libraries will be leaving the Pioneer Consortium in April. The possible change in pricing structure is still unknown, but there should be no negative impact to customer service. Director Clark also met with Councilman Tom Mumgaard regarding Ordinance 1709.
2. The Youth Services report was reviewed. The Frozen Literacy Event on February 10th was a great success with around 300 participants.
3. The Information Systems report was reviewed.
4. The Assistant Director/Community Engagement Coordinator’s report was reviewed.
F. Friends of the Library report: No report.
G. Library Foundation Report: The Foundation has not met. Potential meeting dates for 2015 have been sent to the Foundation Board President for review and approval.
H. Old Business
1. Accreditation and Strategic Planning Committee update: President Schroeder and Montgomery will serve as the Board representatives on the Strategic Planning Committee. Each board member will submit 2-3 names of possible committee members to Director Clark by February 15th. Director Clark and Assistant Director Matt Kovar will serve on the committee as library representatives.
2. Ordinance 1709: Members of the Board held significant discussion about both the proposed ordinance and the amendment submitted by Councilman Mumgaard, with questions and comments from City Administrator Dan Hoins, Nebraska Library Commission Library Development Director Richard Miller, and Director Clark. Following said discussion, Kryger put forth the following motion: In order to maintain the integrity and independence of the Library Board, and in the spirit of compromise, the Library Board supports the amendment. Second: McCalman. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.
I. New Business
1. Advisory Library Board duties and responsibilities: Richard Miller, Library Development Director, Nebraska Library Commission, presented information to the Board on the main duties of an advisory library board and time, place, and manner restrictions.
2. Review and revise Circulation Policy: After discussion, it was proposed that the loan limit on DVDs be increased from 3 to 5, and that the limits on all other items be removed. Motion: Montgomery; Second: Wilson. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.
3. Accept 2013-14 Nebraska Public Library Annual Statistical Survey as submitted to the Nebraska Library Commission: Motion: Montgomery; Second: McCalman. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.
4. Approve 2013-14 Annual Report to City Council: Motion: McCalman; Second: Montgomery. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.
J. Public Participation: none
K. Closed session: none
L. Adjournment: President Schroeder declared the meeting adjourned at 7:10p.m.

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Trustee Meeting Minutes – 2014/12/22

The Board of Trustees of Sump Memorial Library met in an open and public session at Sump Memorial Library on December 22, 2014 at 4:30 p.m.

  1. Call to order: The meeting was called to order at 4:30 p.m. by President Schroeder.
    1. Roll call:
      1. Present were Board Members Paul Schroeder, Susan McCalman, Peggy Montgomery, Steve Kryger (late), absent, Jacquelyn Wilson. Also present were Library Director Robin Clark, Administrative Assistant Wanda Butts, Assistant Director Matt Kovar, Superintendent of Papillion La Vista Schools Andy Rikli, Papillion Chief of Police Leonard Houloose, City Administrator Dan Hoins, City Attorney Karla Rupiper, and City Councilman Tom Mumgaard.
    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.
    4. Correspondence: Several thank-you notes were circulated.
  2. Agenda
    1. Approval of the Agenda: Motion to move public participation before finance report. Motion: McCalman; Second: Montgomery. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
    2. Motion to approve agenda with changes: Motion: McCalman; Second: Montgomery. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
    3. Approval of the November 24, 2014 meeting minutes: Motion: Montgomery; Second: McCalman. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
  3. Public Participation: Superintendent of Papillion La Vista Schools Andy Rikli and Papillion Chief of Police Leonard Houloose were invited to the table by Board President Schroeder. Both voiced their support for changing the library’s security camera policy to not require a subpoena for archived video footage.
  4. Finances
    1. Finance report – A report of expenditures for the previous month was presented.
    2. Approval of expenditures: $17,244.87. Motion: Kryger; Second: Montgomery. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
    3. Finance committee report: No report.
  5. Committee reports
    1. Facilities committee: Trustee McCalman reported that they had a productive meeting with Alley Poyner representatives. Several library renovation options were presented. City Councilman Jim Glover was present at the meeting to provide additional insight. A suggestion was made that the architects be provided a wishlist from the facilities committee. There are two scheduled meetings in January, on the 7 and 21. Trustee McCalman stated that she will be in attendance at the January 7 meeting, but will be unavailable on January 21.

Alley Poyner representatives also met with the library staff and discussed the renovation options.

  1. Advocacy committee: No report.
  1. Staff reports
    1. The Director’s report was reviewed. Director Clark reported that a “Read” photo poster campaign will take place in 2015 to promote literacy, and will feature city and other local officials in the community. Director Clark also reported that Lincoln City Libraries will no longer be a part of the Pioneer Consortium.
    2. The Youth Services report was reviewed. Photos were shown to illustrate the impact that space constraints have had on youth services programming.
    3. The Information Systems report was reviewed.
    4. The Assistant Director/Community Engagement Coordinator’s report was reviewed.
  2. Friends of the Library report: The Friends met on December 8, and voted to change their bylaws to one annual meeting instead of meeting bimonthly, beginning in 2015. Darlene Rischling resigned as president, and new officers were voted in. New officers are: Jane Nielsen, President; Brian Maass, Secretary; and Gerry O’Harrow, Treasurer.
  3. Library Foundation Report: No report.
  4. Old Business
    1. Update on management exempt salary comparability study: Director Clark presented the Board with a list of director salary ranges for Sump Memorial Library peer libraries identified for accreditation purposes by the Nebraska Library Commission. The data was compiled by the Library Data Services Coordinator at the Nebraska Library Commission. Director Clark stated that three of the libraries in the city array are city/county systems. City Administrator Hoins stated that the city has already chosen the cities for the salary comparability study. Only Clive, Iowa appears on both lists. The Assistant City Administrator and the consultant for the study are working on information that will be presented before the budget discussions in July.
    2. Accreditation & Strategic Planning update: Tabled until the January meeting.
  5. New Business
    1. Presentation by Dan Hoins, City Administrator and Karla Rupiper, City Attorney regarding a proposed city ordinance that will address the impact of LB 470 and clarify the current city code: City Administrator Hoins and City Attorney Rupiper presented the Board with a proposed draft of a city ordinance changing the Board of Trustees from a governing board to an advisory board. This draft ordinance came about due to the passage in July, 2012 of LB 470, inconsistencies in current city code and the desire of the city council to have administrative control of the library and library policies, in particular, staff and budget. After review, questions of clarification from the board and significant discussion including the library board, City Administrator, City Attorney, Councilman Tom Mumgaard and Director Clark followed. City Administrator Hoins said that a draft ordinance would be introduced to the City Council on January 6. A public hearing would follow on January 20, and a final vote would occur on February 3. Once approved, the ordinance would be effective fifteen days after passage, which would be February 18. Director Clark requested more time for the board to review the ordinance and consider the impact to the library before introduction. City Administrator Hoins agreed to take a request to city council to delay the introduction of the draft ordinance to February 3.
    2. Review library confidentiality and library security camera policy: According to the City Attorney, Karla Rupiper, no changes were needed to the library Confidentiality of Records Policy at this time. After discussion and input regarding intent and wording from the City Administrator and City Attorney, a motion was made by McCalman to modify the Security Cameras Policy (Procedures 4-5) to reflect the following: “Access to the archived footage in pursuit of documented incidents of criminal activity or violation of the libraries code of conduct shall be provided to law enforcement and designated library staff without subpoena or court order upon written request of a law enforcement agency with jurisdiction.” Second: Montgomery. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
  6. Closed session – none
  7. Adjournment –President Schroeder declared the meeting adjourned at 7:12p.m.
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Trustee Meeting Minutes – 2014/11/24

The Board of Trustees of Sump Memorial Library met in an open and public session at
Sump Memorial Library on November 24, 2014 at 4:30 p.m.

A. Call to order: The meeting was called to order by President Paul Schroeder at 4:30 p.m.
1. Roll call: Present were Board members Steve Kryger, Susan McCalman (late), Paul Schroeder and Jackie Wilson. Also present were, Library Director, Robin Clark and Administrative Assistant, Wanda Butts.
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.
4. Correspondence: None
B. Agenda
1. Approval of the Agenda: Motion: Kryger; Second: Wilson. Motion carried. Roll call vote: Kryger: yes, McCalman: yes, Schroeder: yes, Wilson: yes. Motion carried.
2. Approval of the October 27, 2014 meeting minutes: Motion: Kryger; Second: Wilson. Roll call vote: Kryger: yes, McCalman: yes, Schroeder: yes, Wilson: yes. Motion carried.
C. Finances
3. Finance report – A report of expenditures for the previous month was presented.
4. Approval of library expenditures: $14,931.61 Motion: Wilson; Second: Kryger. Roll call vote: Kryger: yes, McCalman: yes, Schroeder: yes, Wilson: yes. Motion carried.
D. Committee Reports
1. Facilities committee – Director Clark, Trustee McCalman and Foundation President Harlan Metschke met with representatives from Alley Poyner and City Councilman, Jim Glover on November 10, 2014 for a walk through of the library. Everyone was in agreement that there was some confusion about the Alley Poyner process. Clark will be meeting with Nancy Novak, Library Specialist from Alley Poyner on Tuesday, November 25, 2014.
2. Advocacy Committee – No report
E. Staff Reports
1. The Director’s report was reviewed. The Board wanted more information on the meeting with the Nebraska Legislative Urban Affairs Committee. Director Clark said she was there to talk about access issues in regard to the Sarpy County households that do not have library services because they live in SIDS. Director Clark also announced that our new Assistant Director/Community Engagement Coordinator, Matt Kovar will be starting on December 8, 2014.
2. The Youth Services’ report was reviewed.
3. The Information Systems’ report was reviewed.
F. Friends report: The December 1st Friends’ meeting will focus on changing the bylaws to one annual Friends’ meeting. Darlene Rischling, the current Friends’ President will be resigning at the
December meeting.
G. Foundation Report: The Library Foundation will again participate in the Midlands Community Foundation (MCF) Matching Charitable Program. Board members may request MCF matching donation letters on library letterhead from Director Clark.
H. Old Business
1. Director Clark updated the Board on the Salary Exempt Comparability Study being conducted by the City. Director Clark spoke with the individual doing the study and he agreed that three out of the five cities identified were not comparable to Sump. Director Clark suggested the individual contact the Library Data Services Director at the Nebraska Library Commission for help in finding libraries with similar demographics. Director Clark will receive additional information on the study at a later date.
2. The Board will begin working on the Strategic Plan and Accreditation which will be due in October 2015. Director Clark has included in the Board packet examples of other library’s strategic plans. Clark suggested that the Board come to the December meeting with a list of possible candidates to form a team of between 5 – 12 people to begin work on the Strategic Plan.
I. New Business – There was no new business.
1. Public Participation – none
J. Closed Session
K. Adjournment – President Schroeder declared the meeting adjourned at 5:46 p.m.

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Trustee Meeting Minutes – 2014/10/27

The Board of Trustees of Sump Memorial Library met in an open and public session at Sump Memorial Library on October 27, 2014 at 4:30 p.m.

  1. Call to order: The meeting was called to order by President Paul Schroeder at 4:30 p.m.
  2. Roll call: Present were Board members Steve Kryger, Susan McCalman, Peggy Montgomery, Paul Schroeder and Jackie Wilson. Also present was, Administrative Assistant Wanda Butts.
  3. Affidavit of Publication: Notice of the meeting was given to the Papillion Times, the designated method of giving notice.
  4. Public announcement that a current copy of the open meetings act is posted in the meeting room.
  5. Correspondence: Several thank you notes were passed around.
  6. Agenda
  7. Approval of the Agenda: Motion: Montgomery; Second: Wilson. Motion carried.
  8. Approval of the September 22, 2014 meeting minutes: Motion: Montgomery; Second: Wilson. Motion carried.
  9. Finances
  10. Finance report – A report of expenditures for the previous month was presented.
  11. Approval of library expenditures: $19,920.27. Motion: Kryger; Second: Montgomery. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.
  12. Committee Reports
  13. Facilities committee – President Schroeder appointed Susan McCalman and Peggy Montgomery to the facility renovation committee. President Schroeder also stated that he will be attending the meetings.  
  14. Advocacy Committee – No report.
  15. Staff Reports
  16. The Director’s report was reviewed.
  17. The Youth Services’ report was reviewed.
  18. The Information Systems’ report was reviewed.
  19. The Community Engagement Coordinator – No report.
  20. Friends report:
  21. The next meeting of the Friends of the Library will be Monday, December 1, 2015 at 6:30.
  22. Foundation Report: No Report
  23. Old Business – There was no old business.
  24. New Business
  25. At the request of the Library Board, Director Clark contacted Springsted In. for information about a salary comparability study. Director Clark has not heard back from Springsted.
  26. A motion to approve early holiday closings on Wednesday, November 26, 5:00pm; November 29, 4:00pm (due to Winter Wonderland 5 – 9); Wednesday, December 24, noon; and Wednesday December 31 at noon. Motion: Montgomery; Second: McCalman. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.
  27. President Schroeder made a motion to go into closed session for the evaluation of the job performance of a person when necessary to prevent needless injury to the reputation of a person and if such person has not requested a public meeting. Motion: Schroeder; Second: Kryger. Roll vote: Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.
  28. President Schroeder stated for the record, the board will now go into closed session for the purpose of which is to only discuss the director’s evaluation. The closed session will include the following people: Steve Kryger, Susan McCalman, Peggy Montgomery, Paul Schroeder and Jackie Wilson. The Board of Trustees went into closed session at 5:12 pm.
  29. Public Participation – none
  30. Closed Session –
  31. President Schroeder announced at 5:30 that the closed session is ended and reopened the meeting.
  32. Adjournment – President Schroeder declared the meeting adjourned at 5:31 p.m.

 

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Trustee Meeting Minutes – 2014/09/22

The Board of Trustees of Sump Memorial Library met in an open and public session at
Sump Memorial Library on September 22, 2014 at 4:30 p.m.

A.     Call to order:  The meeting was called to order by President Paul Schroeder at 4:30 p.m.
1.    Roll call: Present were Board members Steve Kryger, Susan McCalman, Peggy Montgomery, and Paul Schroeder.  Also present were Library Director Robin Clark, Administrative Assistant Wanda Butts, Papillion/La Vista School Leadership Intern, Sarah Mueller, Mayor David Black, City Administrator Dan Hoins, and City Councilman Tom Mumgaard.
2.    Affidavit of Publication:  Notice of the meeting was given in 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.
4.    Correspondence: None
B.    Agenda
1.    Approval of the Agenda: Motion: Montgomery; Second: McCalman. Roll vote:  Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent.  Motion carried.
2.    Approval of the August 25, 2014 meeting minutes: Motion: Montgomery; Second: McCalman. Roll vote:  Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent.  Motion carried.
C.    Finances
1.    Finance report – A report of expenditures for the previous month was presented.
2.    Approval of library expenditures: $44,780.50.  Motion: Kryger; Second: McCalman. Roll vote:  Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent.  Motion carried.
D.    Committee Reports
1.    Facilities committee – Director Clark reported the library has hired a new cleaning service; Vanguard Cleaning Systems of Nebraska.  Their contract will begin on September 21, 2014.  They have also been contracted, at an additional charge, to clean the windows and deep clean the hard floor surfaces.
2.    Advocacy Committee – No report.
E.    Staff Reports
1.    The Director’s report was reviewed. Director Clark thanked the Papillion Recreation Department for including library advertising on the back cover of their 2014-2015 Fall/Winter Recreation Guide.  Director Clark also showed the Board the front page of the Papillion Times featuring the library.  Director Clark used the Papillion Times newspaper’s theme, “Be a Part of History”,  when she talked about the Dust, Drought and Dreams Gone Dry exhibit on the Morning Blend, a KMTV morning local news program,
2.    The Youth Services’ report was reviewed.  Director Clark wanted to call attention to the infographic that was included in the packet regarding the Summer Reading Program.  Director Clark pointed out  that there were a total of 132 Youth Services programs in June and July with attendance of 5,664 facilitated by two staff members.  To help with all of the programming Youth Services recruited and trained 60 teen volunteers that logged 634 volunteer hours.
3.    The Information Systems’ report was reviewed.
4.    The Community Engagement Coordinator – No report.

F.    Friends report:
1.    The next meeting of the Friends of the Library will be Monday, October 8, 2014. They will continue to discuss reorganization and will possibly introduce a change in the bylaws from multiple meetings each year to one annual Friends meeting.
G.    Foundation Report:
1.    The Friends reorganization was discussed.
H.    Old Business – There was no old business.
I.    New Business
1.    Motion to remove redundant text from the Assistant Director/Community Engagement Coordinator Job Description. (see attached)  Motion: Montgomery; Second: McCalman. Roll vote:  Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent.  Motion carried.
2.    Motion to approve the 2014 – 2015 budget in the amount of $911,201 with the following City Council amendments: Line item 4162 Tuition Reimbursement deduction of $300, Line item 4230 Natural Gas deduction of $5,500, Line Item 6000 Full Time Salaries deduction of $3,700, Line Item 6010 Part Time Salaries deduction of $4,731, Line Item 6050 Health deduction of $3,104, and Line Item 4835 Consulting increase $7,500. Motion: Kryger; Second: McCalman. Roll vote:  Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent.  Motion carried.
3.    Motion to approve Library Card Type Policy revision. Discussion:  Kryger recommended that Director Clark reach out to the Historical Downtown Papillion Business Association members to let them know that library cards are available without a fee to Business Owners, Directors and CEOs.  Motion: McCalman; Second: Montgomery. Roll vote:  Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent.  Motion carried.
4.    Motion to approve a change in Management Exempt employees’ compensation from a yearly step and grade model to a pay for performance compensation model, effective immediately. Dan Hoins, City Administrator was invited to the table to provide information on the Pay for Performance Administration. This action means that Library Management Exempt employees will now follow the same evaluation and compensation structure as other City of Papillion Management Exempt employees. Motion: Kryger; Second: McCalman. Roll vote:  Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent.  Motion carried.
After related discussion, a motion was made to direct Director Clark to get salary range comparisons from other like cities in metropolitan areas. Motion: Kryger; Second: McCalman. Roll vote:  Kryger: yes, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent.  Motion carried.
5.    Update on Sump Memorial Library’s Personnel Manual approval process:  At this time the Library Personnel Manual is being reviewed by the City Attorney.  After the City Attorney has completed the review it will go to a Mayor appointed City Council committee for review. That review will then be shared with the Library Board and Director Clark.  After final revisions, Director Clark will then include the Personnel Manual on the agenda for Library Board approval.  Once approved the Library Board will submit the revised Personnel Manual to the City Council for approval.
J.    Public Participation – none
K.    Closed Session – none
L.    Adjournment – President Schroeder declared the meeting adjourned at 6:30 p.m.

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Trustee Meeting Minutes – 2014/08/25

The Board of Trustees of Sump Memorial Library met in an open and public session at Sump Memorial Library on August 25, 2014 at 4:30 p.m.
A.    Call to order:  The meeting was called to order at 4:30 p.m.
1.    Roll call:
A.    Present were Board Members Susan McCalman, Peggy Montgomery, Paul Schroeder, and Jacquelyn Wilson (late). Also present were Library Director Robin Clark and Assistant Director Amy Wenzl.
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.
4.    Correspondence: None
5.    Presentations: No presentations
B.    Agenda
1.    Approval of the Agenda: Motion: Montgomery; Second: McCalman. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
2.    Approval of the July 28, 2014 meeting minutes: Motion: Montgomery; Second: McCalman. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
C.    Finances
1.    Finance report – A report of expenditures for the previous month was presented.
2.    Approval of expenditures: $21,186.33. Motion: McCalman; Second: Montgomery. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: absent. Motion carried.
3.    Finance committee report: No report.
D.    Committee reports
1.    Facilities committee: No report. The report on the architecture proposal and timeline was given during the July meeting.
2.    Advocacy committee: The Nebraska Library Commission is considering creating a state wide consortium for Zinio to reduce the cost for individual libraries. This would result in access to additional magazines and expanded advocacy for library patrons regarding digital services.
E.    Staff reports
1.    The Director’s report was reviewed.
2.    The Youth Services report was reviewed.
3.    The Information Systems report was reviewed.
4.    The Community Engagement Coordinator’s report was reviewed.
F.    Friends of the Library report: The Friends are having a quilt raffle. Tickets can be purchased from the circulation desk. Tickets are $1.00 each or 6 tickets for $5.00. The Friends are discussing possible changes to their organization, including the possibility of reducing meetings down to one annual meeting. Rolling Friends’ funds into a line item of the Library Foundation is also a possibility. No final decisions have been made yet. The next Friends of the Library meeting will be October 6th. These possibilities will be discussed at the October meeting.
G.    Library Foundation Report: The next Foundation meeting is September 8th at 4:00p.m.
H.    Old Business – There was no old business.
I.    New Business
1.    After discussion, motion to close the library an hour before the opening of Winter Wonderland. Motion: McCalman; Second: Wilson. Roll vote: Kryger: absent, McCalman: yes, Montgomery: yes, Schroeder: yes, Wilson: yes. Motion carried.
J.    Public participation – none
K.    Closed session – none
L.    Adjournment –President Schroeder declared the meeting adjourned at 5:15p.m.

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