Leadership Team Minutes - December 20, 2017

Ground Rules:  

• Everyone participates  
• Be present and focused  
• Start and finish on time  
• Speak up and ask questions   
• Raise issues in the meeting  
• Respect confidentiality  
• Be respectful of others’ opinions and time 

Incident Reporting Software Update 

• The workgroup is going through demonstrations with each of the companies that submitted proposals.

A&P workgroup update 

• The eight policies brought to the Commission were approved.
• Four procedures were drafted and are still under the review of the Administrative and Personnel (A&P) Workgroup.

Appointment of the Executive Director Search Committee 

• A search committee of the Commission was appointed. The committee is expected to begin meeting in January to discuss next steps.

LRP workgroup update 

• The Long Range Planning (LRP) Workgroup has drafted a strategic plan that is being reviewed by members of the Leadership Team to identify any changes that need to be made before the Jan. 17 LRP Meeting. The draft will be shared with all staff to comment and ask questions via their library or department manager.

X-Change feedback 

• Reviewed feedback in the discussion over the Access and Engagement Service Model at XChange.

Bethany update 

• A concrete slab foundation for the Bethany Library is now in place.
• Four artists have been selected to create a prototype and present their plan to the City of Bethany next month for indoor and outdoor art pieces at the library. One is for a bronze outdoor art piece and the other is for a large painting inside the library.
• The City of Bethany is creating a proposal for a park to be constructed adjacent to the library.

Pests in the Library

• There was a story broadcast on a local news station about bed bugs in a Metropolitan Library System library.
• Discussion was held regarding steps already in place to proactively maintain safe and clean libraries. Some of these steps include staff checking regularly for any and all pests, treating or replacing furniture that becomes infested, training staff, communicating these steps at Library Manager’s Meetings, on the intranet, and via training videos and documents.
• Pests in the library is a procedure located on the intranet detailing how to complete daily pest inspections and should be utilized for information on the matter.

Public Art and Donation Policy 

• A workgroup is being created to evaluate the process for public art donations as well as the process for removing outdated or damaged public art from locations.
• A workgroup is also being created to evaluate the process for accepting book donations.

Collection Donations for Outside Organizations

• Collecting donations for other organizations is not allowed at the locations, and it was decided that the room use policy applies. The room use policy allows for organizations to rent a space in the library and as long as policy is followed they can collect donations or fees during their paid, contracted room use time and space. The two exceptions are the previously existing eye glasses donation boxes for the Lions Club that are at a couple of locations and the internal United Way campaign.