Library Managers Minutes - May 25, 2017
Purpose
To discuss and make recommendations and decisions on issues having system wide impact on library operations.
Ground Rules
- Everyone participates
- Be present and focused
- Start and finish on time
- Be respectful of others’ opinions and time
- Speak up and ask questions
- Raise issues in the meeting
- Respect confidentiality
- Notetaker comes prepared and uploads minutes within 3 working days of meeting with action items and future planning items cleared noted
Outcomes
To provide input into procedures being established for revised policies and to understand the next steps in finalizing these procedures. To share information relevant with library managers.
Welcome - Chris Kennedy
Holds issues – Sarah Peterson
Sarah let Managers know that there had been an increase of items going through the SC Router that had no Holds labels.
Action: Remind staff that all items on the holds list needs to be stickered before being routed and to remove any Holds stickers on Returned items. Sarah will investigate to see if a particular library is having more trouble than others.
Alignment Discussion - Kay Bauman
Kay announced that Senior Managers would be changing to Director of Member Services as this title was more in line with their job duties. The designations of Districts 1, 2, and 3 are being dropped in favor of East, West, and Central. BTW is on hold until the Learning Experiences managers are hired (approx. June 12). The Library Events Coordinators will be moving into Learning Experiences approx. June 26. On May 29, HUM will begin the process of moving direct reports in Paycom and Performance Appraisals. This will be a process and may not match Alignment dates. Work with HUM to coordinate employees' migration if necessary.
Action: Continue to check regularly for understanding by staff as to the purpose of the Alignment. Communicate with HUM about any direct reports that need to move or not move in the immediate future.
Savannah Dashboard/Market Penetration and Member Retention – Kay Bauman
This tool will be essential going forward and will be a required job task.
Action: Begin working with Savannah and look at its relationship to the M&M on a routine basis. Kay will follow up with Kim about who will have access to Savannah.
Overview of FY18 Budget Process – Melody Kellogg
Mel handed out a Budget Planning Template to be used for the FY18 Budget Process. This will be the preliminary document for Budget discussions. Updated demographic information for each location will be requested from Savannah and should provide some of the information needed. We will use the same demographic data as OrangeBoy provided us originally.
Action: Each Library Manager will bring the first draft of their library's Budget Plan to the June 8 meeting to continue working on and finalizing the plan. A deadline for the plans to be finalized is to be determined.
Performance Management & One-on-One meetings – Ashley Welke and Ben Mead-Harvey
Ashley and Ben updated LMs on the progress of the new Performance Management System and how the One-on-One meetings will be a key part of it. Core Competencies have been selected and a Behavior Dictionary is being created to help define Below/Meets/Exceeds Expectations. A hybrid of weekly and monthly 1:1s is being discussed along with quarterly performance meetings leading up to Annual Appraisal dates. Common Appraisal date will be used instead of Pin date.
Status of Procedures:
- AL 320.1 Responding to Disruptive Conduct – Teresa Matthews
Draft procedures have been posted to the Intranet and will be closed to comment at the end of the week with training suggestions posted next week.
- Eliminating Refunds
Effective date is July 1, 2017 with a grace period until December 31 for those who paid for items before the start date. Action: Share the new Lost/Paid process with staff.
- AM 100.1 Borrowing – Kay Bauman
Draft procedures have been posted for staff comment. In her new role as Access Services Manager IV, Risa Sargent will join all circulation-related policy and procedure committees going forward.
Announcements – All
- Mark Schuster – Collection Anywhere and Vegas
Mark reported on recent trip to Las Vegas where they have recently implemented a center similar to our concept for Collection Anywhere.
- Jana – CH project / tours
Tours are available by contacting Jana.
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Comments
How will a common appraisal date benefit employees?
I think the common appraisal date can be a big benefit to employees when it comes to equal opportunities, especially related to goals.
For example, if there is a system level initiative or goal and each employee is working on an individual goal to help achieve that, then at appraisal time all employees will have had an equal amount of time to contribute and show progress. With an anniversary appraisal, there may be a new organizational goal that the employee has had little time to work toward, and that doesn't set them up with an equal opportunity to exceed. Or, the employee may have completed a system goal-related project that ends up being split across two appraisal years because of their anniversary date. In that case, the project might not have the same impact as if it were viewed as a whole.
Julie made a great point! One of the other areas in which a common review date will benefit the organization is consistency. By writing appraisals at the same time, and in turn having appraisals reviewed at the same time, we help ensure the same behaviors/tasks/outcomes are being evaluated and rewarded consistently across the organization.
I know that it has probably come up but, with the holds is it going into account for books that were not on hold when the library checked them in but once it gets to the Service Center it is on hold?
Hi Sarah,
The Service Center is going to review the materials that are ending up without a hold label more closely for a few days to try to determine what is actually happening. We did discuss that holds can be placed and the pickup location can be changed once items are en route. Hopefully, the review at the Service Center will give us all more information about whether there are certain days of the week that the problem arises more, whether locations with or without sorters have different roles to play, whether certain locations are more prone to the issue, and how the libraries can help once we have this information.
Once we have more information about it, I'm sure the managers will be sharing that information with staff!