Agenda

1. Roll Call

President Teresa Clark called the meeting to order at 8:30 a.m. Present were Library Board members Teresa Clark, Carol Holyoke, Eric Vath and Kristin Wiebe. Library Board member Marg Dredla was out of town. Also present were Library Director Bev Russell and Deb Carlson (acting secretary for meeting).

A notice of the meeting had been published on January 8, 2010, in the Star Herald, a newspaper published and of general circulation in the city. The notice stated the date, hour and place of the meeting, that the meeting would be open to the public. Anyone with a disability desiring reasonable accommodation to attend the library board meeting should contact the Library Director’s office. An agenda of the meeting, kept continuously current, was available for public inspection at the office of the Library Director. The Library Board could modify the agenda at the meeting if it is determined that an emergency so required. A similar notice, together with a copy of the agenda, also had been delivered to each Library Board member.

Bev presented board members with a manual for Library board members.

She told them that chapter 12 in the notebook was the section pertaining to

advisory boards.

Bev also had the board members present complete their application forms for

membership in Nebraska Library Association (NLA).

2. For public information, a copy of the Nebraska Open Meetings Act is posted by the doors in the library meeting room.

Teresa announced that a copy of the Nebraska Open Meetings Act was posted by the meeting room doors.

3. Notice of changes in the agenda. (Additions may not be made to this agenda less than 24 hours before the beginning of the meeting unless added under item 3 of this agenda.)

There were no changes in the agenda.

4. Citizens with business not scheduled on the agenda. (As required by state law, no matter may be considered under this item unless the board determines that the matter requires emergency action.)

There were not citizens with business not scheduled on the agenda.

5. Approve regular Library Board meeting minutes of November 18, 2009.

Kristin moved that the minutes of the November 18, 2010 meeting be approved. Eric seconded.

Yes – Clark, Vath, Wiebe, Dredla, and Holyoke No – None

The minutes were approved.

6. Correspondence: Thank you from Kathy Powers.

Bev read a note to the Library Board from Kathy Powers thanking them

for the lovely bouquet which they gave Kathy at her farewell reception.

7. Library Fundraising update:

Bev reported that pledges have been coming in. She also commented that some nice donations have been given, primarily in the $500 to $1000 range. Some of these gifts have been as a result of the Foundation fundraising team and other volunteers

The board briefly discussed the possibility of getting artwork, sculptures, or pieces for a gallery. As the project continues we will need to determine who to proceed with this.

Bev mentioned that she has a very preliminary visit about a donation to a learning garden of native planets as a memorial. She prefers to wait until there is a design in mind before, discussing this further with the family.

8. Library building project:

¨ McCauley Constructors of Windsor, Colorado selected as the general contactor

We are waiting for the contract from the construction firm to be forwarded to Leo Daly. It is Bev’s hope that by the first meeting in February the City Council will approve the contract. John Massey has been in contact with the City Manager about how Foundation funds will be expended on the project. The bid is less if we start construction in the Spring. Bev suggested the Library Board start planning for the Ground-breaking in February or March, even if it is not actually held until March or April.

¨ Pre-construction kickoff meeting in January

The Leo Daly team is planning to hold a pre-construction kickoff meeting later in January. Bev will let the Board know when the date and time are selected.

¨ Ground-breaking ceremony

A tentative date for the Ground-breaking Ceremony is, Wednesday, April 14^th in the morning. We will want to do it before the construction begins. Members mentioned that as soon as a date is set, Marg will be able to start working on style and information for the invitations.

The board reviewed some of the topics that had been discussed. Some Scottsbluff school children could lead the Pledge of Allegiance. We could work through the schools to get reps from each school. Deb Carlson will follow through with whatever the board wants our children to do. Nancy Escamilla will coordinate TAC involvement (maybe a presentation of some sort). The Masons will be placing a cornerstone brick. However, that will be at a later date. Someone will need to get some gold shovels. Suggestions for those who will need to have shovels are as follows: Bev, library board members, the Mayor, the City Manager and John Massey.

Another ground-breaking planning meeting will need to be scheduled. The committee is Teresa, Eric, and a Library Foundation Board member.

9. Reports and recommendations from the Library Director and/or Library Staff:

a. Library statistics and activities for November and December 2009 (See Board Packet)

Bev said that the statistics were not too bad, considering the poor weather and the fact that the library still has reduced hours. The board had a copy to review.

b. Discussion regarding staffing shortage at the library and issues arising from that.

Kathy Powers had accrued a significant amount of vacation and sick leave at the time of her resignation. Long term employees are reimbursed proportionally for any leave they have left when they resign or retire. Bev explained the library had to use dollars from this years personal budget to make this reimbursement, requiring some time to recover before the vacancy can be filled. Bev hopes that we will be able to start the hiring process in February and fill the vacancy no later than March. Eric said that he felt the Board should recommend to the City Council that there be a contingency fund for situations such as this. He doesn’t believe a city department budget should be affected for that year.

Bev also told members that she articulated concerns about being understaffed to Rick Kuckkahn. She is hopeful that the library budget, hours and under staffing can be addresses with the next fiscal year budget.

c. Library Journal Star Ratings and Lied Scottsbluff Public Library ranking

According to the Library Journal’s library Star ranking system, our library did not receive as high a rating as last year before budget constraints adversely impacted our hours and programs. We still received the highest rating of any library our budget range in Nebraska. Last year the library rating was over 800 points. This year it was over 700 points. This is a considerable drop but was unavoidable in the current budget situation that general fund departments and the library in particular face.

d. Revision to Library Internet Policy: Add 11 under Public Accessibility Guidelines – “Privileges will be revoked for the following time periods: a) a minimum one week for the first offense; b) a minimum of three months for the second offense; c) a minimum of six months for the third offense. Following the third offense, patrons present a written request to the Library Director to have their privileges reinstated.”

Bev explained to the board that our policy for denying Internet privileges has when someone does not obey our Internet Policy needs to be specific about time periods for denial of privileges. She believes that legally we should revise our policy. She proposes the changes, which are suggested in the paragraph above and would like the Board to consider them. She will also submit this working to the City Attorney’s office for recommendations.

e. Hunter McCormick hired as a Library Page

Bev told the board we have a new page and he is doing very well.

f. Meeting with Diane Downer, Gering Library Director, and Margie Harrison, Panhandle Library System Coordinator

In an effort to coordinate more library activities, and in the spirit of cooperation, and possible resource sharing, the directors of the Gering and Scottsbluff libraries and Panhandle Library System coordinator have decided to begin meeting monthly for discussions. The first meeting will be next Wednesday January 20th. The ultimate goal is to save costs and offer better service.

10. Action Items: There were none.

11. Adjournment: The meeting adjourned at 9:20 a.m. The next regularly scheduled Board Meeting is February 10, 2010, at 8:30 a.m.