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.
Anne discussed the 2002-2003 budget timeline and distributed planning schedule. The budget process began January 1, 2002. The first budget review meeting is scheduled March 19, 9:15am. – noon. Additional budget review dates if needed will be on April 2 and 16 at 9:15am. The Long Range Planning Committee (Library Commission) will meet in January. The agenda for the meeting will include 4 items:
review of strategic plan;
millage levy increase on ballot (February 2004);
future building projects and
report on the bookmobiles (i.e. Drexel, Spencer and Luther). The next LRP meeting will be scheduled in late April or early May. The LRP planning committee approves projects, the finance committee approves money for projects .
Event Staff Proposal, Staff Volunteer Event proposed schedule for 2002, teen Volunteerism forum -- Heidi Port presented three volunteer opportunity events.
Event employees -- With supervisory approval, MLS Employees have opportunity to "volunteer" for job duties outside of their daily function. This is paid time for specific MLS sponsored functions and events for limited shifts. Event Employees differs from Staff Volunteers in that the Staff Volunteer Events are benefiting organizations other than MLS, and are completely volunteer efforts.
New Downtown Library Naming Areas – Ernestine Clark. Ernestine announced she is developing a list of proposed names for rooms at the new Downtown Library & Learning Center. She is being assisted by Tod Olberding, Donna Morris and Scott Carter. Ernestine is drafting a policy on the naming of rooms. She has reviewed other policies by other libraries and said she felt it “essential to get the commissioners involved in the process.” Ernestine said she had one concern, that once we (that is, MLS) decided, “we need to move forward because once we go public we cannot back off from them.” She said prices vary across the country on room donations. “Seattle’s prices are sky high,” she said. However she reminded the ad team that the final decision rests with the trustees of the library system.
