Summer At the Library ~ PowerPoint Presentation. LaVetta Dent presented the Summer At the Library PowerPoint Presentation. The presentation consisted of objectives amd goals for Summer Reading. LaVetta explained the sign up procedure and what each participant will receive. She handed out forms for anyone who would like to be an Event Employee and help with the implementation of Summer At the Library.
BOK/Channel 9 Litereacy Campaign. Ernestine handed out copies of information regarding the Bank of Oklahoma and Channel 9 Literacy Campaign. BOK and Channel 9 will partner along with other potential sponsors to assist in collecting books from the community. The goal is to raise new and gently used books for kids ages 0-12. The Metropolitan Library System is one of the proposed beneficiaries. BOK has agreed to be responsible for the picking up and distribution of the books. The book drive dates are set for June 7 through June 30.
Core Competencies Presentation. Helen began the presentation regarding a discussion of competencies and tools to build success. The discussion was broke down into an overview, tools, timeline, questions and answers. Helen handed out copies of information on the Customer Service Skills Assessment Program (CSSAP) and the Success Skills 2000 Program. She explained the handout. Kay handed out copies of the MLS Competency Model. The library plans to purchase the CSSAP in July 2004 and plans to begin implementing the program by September 2004. The library system will then evaluate the program in January 2005. The CSSAP program is geared more towards entry level positions while the SS2K program is geared towards entry-level managers or supervisors. The goal for the CSSAP and SS2K program is to test finalist for full-time positions and use the scores as another tool in the hiring process. It is not intended to use the tests as an elimination process. Another application offered is a Career Prescription program called CAREERx. CAREERx is an innovative software application that provides each employee with a clear plan for skills and career development and provides the library system with the tools to control turnover and improve employee performance. This application will be used as a training gauge. Current employees will be tested to access their strengths and weaknesses and then establish pre-set training classes to improve in the areas needed.
Author Dinner. Ernestine provided an update on the upcoming author dinner. It was recently learned that Author Fannie Flagg would not be able to make the dinner scheduled for April 17. Working hard trying to find a replacement on short notice they were successful. The featured speaker will be Dr. Beck Weathers, author of Left For Dead: My Journey Home from Everest. It was suggested that the Ad Team attend. Donna commented on how wonderful the dinner was last year. Recommendations on advertising for the event were also discussed. Ernestine wanted to thank Scott, Jeanne, and Teresa for all their hard work on the changes that had to be made. She also mentioned the number of sponsors from last year's dinner has doubled.
Budget discussion, re: Performance Awards & Market Adjustment. Ric has began researching information on salaries of librarians and how well the system's salaries compare to other salaries across the United States and the Midwest. He commented on the FY 03-04 approved salary increases of 2 % for Market Adjustment and 0-3% for Performance Appraisal. More research is needed before coming up with the final figures to present to the Commission for the upcoming fiscal year. It was stated the budget process for the Performance Appraisals and Market Adjustments can be started by using the numbers from last year and then adjusting as needed. The next Ad Team meeting will primarily be to discuss the budget. Reports will be delayed until the following meeting. By consensus, the next Ad Team meeting will be Wednesday, March 24.
Technical Processing. Heidi Johnson gave a slide show presentation of the Technical Processing department and what their day to day work entails. She commented on the excellent staff she has and the great job they do to get their work done. They process on average anywhere from 150 to 300 materials a day. All processing is done in house, nothing is outsourced. She complemented Automation on having an excellent system in place which prevents duplication of paying invoices, etc.
Review of screening policy for instructors and performers. Donna asked for procedures of background checks before hiring instructors or performers. Dana stated the Arts Council currently does their own background checks. She proposed the idea of letting Kelley handle all other instructors or performers who do not go through the Arts Council. Ric gave a PowerPoint presentation of the different online sites that can be used to obtain information on individuals to check for any possible offenders. He stated that it is not uncommon for offenders to be listed on one site and not another, so he recommends checking each site. He handed out copies of possible situations when someone might slip through Oklahoma's (DOC) Sex Offender Registry. There is also a 10 year list which can be checked by sending an email requesting any information on an individual's background.
Present: Kay Bauman, Chair, Donna Morris, Jim Welch, Judy Walden, Denyvetta Davis, Anne Fischer, Todd Olberding, Scott Carter, Dana Morrow, Ernestine Clark, Don Updegrove, Ric Rea, Karen Marriott, Anne Hsieh
Preserving MLS Historical Documents. Judy began by stating that the library needs to adopt a retention policy for MLS Historical Documents. The Ad Team discussed many alternatives for documents to be preserved. One way to preserve these types of documents would be to scan them and possibly post any interesting documents pertaining to the history of the library system on the intranet. Discussion followed. It was decided a committee would be formed, comprised of Kay, Anne F, Jim and Judy. Judy and Kay will chair the committee. Judy will send a memo out to notify all employees not to throw any documents away.
Strategic Plan Status Report. Kay stated the Strategic Plan status reports need to be completed and to her by January 15. If anyone needs to recall their specific assignments, the past reports may be found on the intranet.
Chain of Command. Copies of the MLS Chain of Command were handed out for review, it was decided the list should be revised to reflect only job titles instead of employees names, and that each category would have no more than five titles listed.
Privacy Rules Training Program. Ric stated the HIPPA Privacy Rules Training Program, which is located on the intranet, needs to be viewed by every employee and volunteer. After completing the training, the summary must be printed and signed by the employee or volunteer, verifying that he/she has completed the training. The individual must give a signed copy to their supervisor. The supervisor will send this to Human Resources. A second copy should be retained by the employee.
Present: Judy Walden, Chair, Anne Hsieh, Kay Bauman, Jim Welch, Denyvetta Davis, Anne Fischer, Todd Olberding, Scott Carter, Ernestine Clark, Don Updegrove, Karen Marriott, Ric Rea
Present: Ric Rea, Chair, Judy Walden, Kay Bauman, Donna Morris, Denyvetta Davis, Anne Fischer, Todd Olberding, Scott Carter, Jim Welch, Ernestine Clark, Don Updegrove, Anne Hsieh
Judy handed out copies of the program statistics report from July 2002 thru June 2003. The report consisted of attendance numbers for each library and extension library within the Metropolitan Library System.
Donna reminded the Ad Team that when doing performance appraisals to refrain from using fractions, and only use whole numbers.
The Staff Recognition Dinner Event and assignments were discussed. It was suggested that Marian LeCrone should attend the next Ad Team meeting to update and inform the Ad Team of any input or suggestions for the event on October 25th.
Todd commented that the Event Calendar is very helpful and was wondering if somehow the information from that calendar and the Meeting Calendar could be combined. Discussion followed. The Event Calendar is basically a planning calendar and consists of more information than what is needed on the Meeting Calendar. Therefore the two should remain separate. However, if there are any additions or changes that need to be made to the Meeting Calendar, please notify Traci Jinkins.
The final review of policies in process, including Safety Rules, Grant Guidelines, etc. was delayed until the next Ad Team meeting.
CIPA-Children's Internet Protection Act was discussed. Information from the ALA website was handed out regarding CIPA Legal Facts & Questions. Donna will get a letter to Bill Comstock for him to review our policy again in light of the Supreme Court ruling upholding CIPA.
