Present: Kim Terry, Chair, Lloyd Lovely, Candace McDaniel, Ernestine Clark, Donna Morris, Kay Bauman, Denyvetta Davis, Jim Welch, Ric Rea, Patrick Williams, Dana Morrow
Excused: Anne Fischer
REVIEW CALENDAR
Stacy Schrank is working on scheduling system-wide Sexual Harrasment Training. Stacy will be sending out an email with the dates and locations. All staff are required to attend.
Budget Schedule ~ Lloyd - Lloyd handed out copies of the Budget Schedule for FY 2008-2009. The schedule remains the same as last year.
ALA Mid-Winter ~ Denyvetta - Denyvetta reported on the various meetings and activities she participated in at ALA Mid-Winter.
Attended the BCALA Retreat
Participated in the selection of the Coretta Scott King awards
Visited various exhibits
Attended a forum for the Presidential Candidates for ALA
Attended a Town Hall Meeting
Facilitated a Table Top meeting regarding Networking and Partnerships
MARKETING AND COMMUNICATIONS – Kim reported an online catalog will be available soon which will list all the projects Marketing does. The catalog will also list the number of times the Metropolitan Library System is listed in articles.
MATERIALS & OUTREACH – Karen reported Interlibrary Loan has changed to using new labels similar to the system reserve labels.
OUTREACH – Dana reported sponsors have already begun to respond for Summer Reading.
LIBRARY OPERATIONS & PLANNING – Kay reported the Policy and Procedure committee has been working on the “Rules of Conduct”. The library manager’s reviewed a draft last week. Once the draft is complete, it will go to the Library Attorney for review. Kay is also currently reviewing the Vision to Reality results and figuring out the next steps to take to implement the program. The results were provided to the Ad Team at its last meeting.
LIBRARY OPERATIONS (HEADQUARTERS) – Candace reported KPMG rented meeting space and held a live broadcast at the downtown library last week. Candace thanked Anne for all her assistance.
Leadership MLS Presentation – Vision to Reality – Results and Recommendations. The Vision to Reality Project facilitates a journey for each MLS community and individual to create their own “inviting, innovative link to the world”. This is a tool by which staff can design their roadmap to accomplish the goals of the strategic plan and make the MLS vision a reality. The goal in the visioning process was to increase staff knowledge of the strategic plan and its goals, encourage an attitude of excitement and entuhusiasm regarding the future of the library system, and create ownership of the strategic plan and empowerment to implement its activities and objectives. The action plan was to select two communities, a library and a department to introduce, educate and facilitate the implementation of the strategic plan within those MLS communities, creating a systemwide model. The two communities selected were the Bethany Library and the Business Office. The Leadership MLS participants provided the results of the visioning meetings from each community. The results from the baseline surveys and evaluations were also provided. Based on the results of the survey, the Vision to Reality program has been successful in accomplishing its goals of increasing staff knowledge of the strategic plan and its goals, encouraging an attitude of excitement and enthusiasm regarding the future of the library system, and creating ownership of the strategic plan and empowerment to implement its activities and objectives. The Leadership MLS participants provided its recommendations to the Ad Team for future implementation.
Leadership MLS - Leadership MLS Class of 2007 held a workshop entitled Transformational Café at FOCUS. The workshop provided valuable insight into thoughts and feelings of MLS Staff Members. The overarching theme provided by the staff was becoming more proactive. Staff identified three ways in which the library system could become more proactive. They included hospitality, opportunity, and visibility. Comments and ideas from the café participants were reviewed. The Leadership MLS class asked for input regarding the ideas offered and welcomed any additional ideas.
P & P Committee - Kay reported the P & P Committee made some changes to the Stewardship of Human Resources Policies and Procedures. At the A & P Committee’s request a new policy and procedure was added to the Stewardship of Human Resources; SH 511 Complaint Resolution Policy and SH 511.1 Complaint Resolution Procedures. Along with the new Policy and Procedure, Kay handed out copies of SH 510 Civil Rights Policy; SH 510.1 Civil Rights Complaint Resolution Procedures; SH 520 Grievance Policy; SH 520.1 Grievance Provisions; SH 530.1 Due Process Procedures. She asked Ad Team to review the policies and procedures and to send any grammatical changes to Kim by 5:00.
Introduction - Ernestine introduced the new Friends Coordinator, Carol Gilbert.
2008 Staff Volunteer Events & Schedule - Heidi Port handed out the proposed 2008 Staff Volunteer Events and Schedule. She reported the schedule is the same as the current year. Heidi highlighted the changes that were made in 2007. 59% of the staff participated in the Staff Volunteer opportunities. Ad Team approved the proposed 2008 Staff Volunteer Events.
Completion of I9’ s Due to recent changes in the reporting requirement s for the DHS Federal I9 Form and the EVerify system, Ric handed out a proposal for changes to the initial employement process for new employees. It is being proposed that all new employees report to the Human Resources office on their first day of work. This will allow the Human Resources office to create their badge, administer the signing of the Loyalty Oath, supervise the completion of all paperwork, and run them through the EVerify system to ensure that they are authorized to work in the U.S. This proposed change wil make the process for employees that are not fulltime more consistent and timely, but will not change the current process for fulltime employees. Ad Team approved the proposed changes.
Holiday card design- Kim passed around drafts of Holiday card designs. She asked Ad Team to select their favorites and decide on two of the designs for this years holiday cards.
Performance Evaluation Study Ric stated Right Management will be conducting the Performance Evaluation Studies on October 24, 25, and 26.
Review Due Process Policies and Procedures Kay handed out draft revisions to the Due Process Policies and Procedures, SH530 and SH530.1. Kay asked Ad Team members to review the policies and to send any recommended changes or suggestions to her as soon as possible.
REVIEW CALENDAR
OCTOBER 11 – LIBRARY RETIREMENT PENSION BOARD MEETING
OCTOBER 16 – A & P COMMITTEE MEETING
OCTOBER 16 – NORTHWEST LIBRARY COMMUNITY MEETING
NOVEMBER 10 – STAFF RECOGNITION DINNER
FINANCE & SUPPORT – Lloyd stated he will send the management letter from the auditor to the Ad Team. The auditor had two recommendations and Lloyd will be providing a response to the recommendations. Copies of the letter and response will be sent to the Commission for the October meeting. Lloyd reported the annual Village Friends meeting will be October 9 at 5:30.
INFORMATION TECHNOLOGY – Anne reported the RFID hardware and tags have been ordered. The print management hardware and software has also been ordered. IT has been dealing with power issues at Capitol Hill. The computer use group met several weeks ago. A change has been made and now a customer has the ability to press a button on the computer to “park” it for 5 minutes or less. This new feature allows a customer to step away from the reserved computer, for example, if they need to go to the restroom, and not lose any of their allotted time.
Report on Positions. Roy Ballou handed out a spreadsheet of recruitments filled within the past year. The report also contained the current recruitments underway.
RFID Sorter. Anne reported on the recent trip several library employees took to Dallas to view an RFID sorter and it’s capabilities. She presented a video and photos from the trip. The RFID sorter is being considered to expedite the sorting of new books and intraagency materials. On the way back from Dallas staff visited the Lewisville Public Library and the North Denton Library.
Policy & Procedure Committee. Kay handed out copies of the following policies for review: Civil Rights Policy 510.1; Complaint Resolution 511; Procedures 511.1; Grievance Policy 520 & Greivance Procedures 520.1. The policies have been revised. Kay asked Ad Team to review the revisions and provide feedback as soon as possible. The policies will be going to the A & P Committee for approval soon.
Calendar Review
