Leadership Team Minutes - July 01, 2020

Agenda Topics:

SH 611-Unexpected Closure Policy:

• The group discussed and provided feedback regarding the proposed policy changes to SH 611 Unexpected Closure.  Items discussed included a new extended closure pay category and the requirement for employees to check-in during extended closures.
• Action required:  Kelley Hoffman will send out an updated draft to the group for final review.

SH 310.1 Nepotism-Procedures for Relationship Disclosure

• Based on recent feedback, Julie shared that the procedures have been updated to reflect the following:
  
  • Addition of requirement for HUM to notify employees annually of the policy requirement for close relatives to self-report relationships and the process for disclosure.
  • Clarification regarding the supervisory change of command.
  • Addition of time periods to identify and implement administrative solutions.

Phase III:

• To add clarity for customers, Chris Kennedy discussed using different language for reopening phases that would indicate the goal of the phase.  Chris proposed “Grab and Go” for Phase III.  The group agreed with the suggestion and offered suggestions regarding customer messaging and signage.  Additional items discussed included the services to be offered and continuation of the quarantine process for materials.
• Action required:  Julie Ballou will send an email to employees regarding the status of Phase III.

Determination of requesting funds from the Friends and Trust for FY21:

• Heather Zeoli advised that the annual request for scholarship funds would be submitted to the Friends of the Library board at their July 21^st meeting.  Heather asked if there were any additional priority funding requests at this time.  The group discussed funding needs during the phased re-opening.  The decision was made to postpone additional requests at this time.

Sponsorships and Corporate Partners:

• To define the purpose of sponsorships and corporate partners and define the process for establishing these partnerships, Heather proposed creating a Stewardship/Sponsorship policy and associated procedures.The group discussed and agreed to appoint a committee to begin working on the issue.  The proposed committee includes Charisse Dye, a representative from Public Services, Kim Terry, Larry White and Heather Zeoli.

Reports:

Finance & Business:  Business Office, Development & Volunteer Services

• Year-end closing and the annual audit are in process.
• The Business Office staff has been working on cleaning the Maintenance Building on 4^th Street.
• The Friends of the Library will be opening a store on Amazon in two weeks.
• Book donations are tentatively postponed until mid-August.

Human Resources/Learning & Development:

• An update was provided regarding the status of current vacant positions.
• L&D is working with Public Services to create virtual Access training.

Operations:  Facilities Maintenance, Marketing, Security

• MTC is working on HVAC issues in ED.
• PR reported no press coverage regarding fine free, possibly due to election coverage.

Strategic Planning and Services:  Collection Services and Development, Engagement and Program Services, Special Collections and Research, Strategic Planning and Services

• Collection Development closed out year-end purchasing.
• ILL has begun returning some materials to lenders.
• Collection Processing has cleared out the materials backlog.
• Collection Services provided MLS circulation statistics for anti-racism materials to The Washington Post for an upcoming article.
• EPS reported that there are 130 Summer Reading related programs online.  StorySLAM has generated thousands of views.
• SCR has added the EPUB version of Behold The Walls to the catalog.
• The strategic plan and focus group continues

Information Technology

• JUV materials are fine free effective today.  The erasure of back fines are in process.
• IT working on pulling wiring at the BI temporary location.