Heidi Port explained the handout Staff Volunteers Proposal of Involvement for 2003. On Lee National Denim Day employees who donate $5.00 to fight breast cancer will be able to wear jeans to work. A total of 111 employees have volunteered this year. A new volunteer T-shirt designed by an employee will be available next year.
Anne Hsieh presented the budget schedule with only minor changes in the time line. The first activity is the entering of budget requests by Program Managers. This is scheduled to begin on 1/1 and to be completed on 2/28. She discussed travel guidelines and related expenses. Denyvetta will send travel information to the managers. Anne explained guidelines for partial day meal and incidental expenses rates and travel days. New rates for cities traveled to be available by calling the business office.
Kay introduced Helen Chacon who gave a brief summary of the True North program for new employee orientation. This partnership between Planning and Human Resources will provide new employees a structured overview on their first day of work. Training will be held every other Monday on payroll weeks. All new full-time employees will be scheduled for this orientation. New employee packets will be covered during this time. A condensed version will be developed for part-time and half-time employees. This will be presented to the X-Change group on Monday with implementation planned for December 9, 2002.
Ad Team met briefly before the Project Management Training. Donna explained the furniture budget handout. She will provide Jim Welch a copy of the furniture budget by room which can be used to plan for the installation of wiring. There is a telco meeting tomorrow at 10:00 a.m. at Capitol Hill.
Donna asked about attendance at the 1st Amendment Congress meeting. Some of the materials selection staff will be attending.
PR needs a count of the number of Christmas cards each department will need for external customers only. Please get this number to PR as soon as possible.
Donna has provided the copies of standards for adteam appraisals that were available. Adteam members should look at those and make suggestions to she, Judy or Jimmy. After the Core Competencies can be added, deputy directors and Donna will meet with members and update standards accordingly. Judy has provided a copy of a previously used manager's standards and Ric provided due dates for adteam members appraisals.
Ernestine will work up a standard for purchasing or naming library chairs in honor or memory of someone. A freestanding plaque was discussed that would include the names of donors for specific items. This will be added to the agenda next week for further discussion.
Judy handed out a count of participation in special events and programs for FY2001-2002. Jim Welch will work on the program to make it more user friendly. Training for booking rooms and special events can be held at Outreach. Several events should probably be added to these totals including Opening Night and speaking events.
Senior Web Page Committee met last week. At September 5th meeting they will complete a Committee Fact Sheet. Our materials will be included.
Discussion of the IR/S software (an information and referral database system).
Where should cameras exist in our system? Outreach just purchased two cameras for a total of three (1-digital, 2-35 mm). Automation has one digital camera. Edmond asked for one in Friends’ Grant. Public Relations has one 35-mm camera. Human Resources has one digital camera and one video camera. Perhaps Support Services needs a digital camera. For the web, each photo needs a caption and abstract. Perhaps have one camera at each agency and appoint someone there to take photos. Kay will pursue this as chair of an Ad Hoc Photo Committee.
Ric Rea explained his handouts on ad team Performance Standards and Performance Appraisals. This year ad team members will continue to be appraised issuing the standard letter by the director. Work plans should be submitted 7/01/02 to Deputy Directors and Executive Director. These will be used for appraisals the following year.
Kay Bauman handed out a sample of a work plan and explained its use for tracking. She also explained a handout “The Vision Thing”.
Maintenance & Building Report – The white substance has returned to Del City and is being investigated. The Family Place quiet reading carpet at MWC needs to be replaced.
Library Commission Report – Grievance procedure review is being completed by staff and staff association representatives. A & P committee meeting on May 6, 2002 will be notified of this review.
AdTeam reviewed the draft memo going out on the issuance of ID cards as well as the proposed protocol covering the wearing and replacement of same. It was suggested that staff be able to buy extra cards in advance at the same price of replacement cards. All staff will be issued two cards. It was also suggested that there be some "temporary" cards (without picture and name) at each branch for new staff to use until they could get their personal card made. A schedule of dates, times and locations for picture taking will be released soon.
Ric reported on proposed changes to the Meeting Room policy that will be presented to the Metropolitan Library Commission this month. The changes involve allowing alcoholic beverages to be dispensed at events with prior approval of the Executive Director and that the space must be vacated by library closing time, unless prior approval is granted by the Executive Director. Some discussion ensued regarding the possible need to pay overtime to staff to close the building when approved meetings go past closing. Ric was requested to check with Able for legalities, which he has already been doing and also to check with each of the municipalities regarding city ordinances. Anne suggested we ask groups to buy liability insurance for themselves and if the event is ours, we are already covered by insurance. It was suggested that in the insurance policies of room users, the library be listed as an additional insured for the event.
