Library Managers Minutes - January 12, 2017

Purpose:  To discuss and make recommendations and decisions on issues having system wide impact on library operations.

Ground Rules agreed upon:

• Everyone participates
• Be present and focused
• Start and finish on time
• Be respectful of others’ opinions and time
• Speak up
• Respect confidentiality
• Notetaker comes prepared and uploads minutes within 3 working days of meeting

Outcomes:  Discuss for understanding the process for updating System procedures; Synthesize information in order to coach teams in understanding and achieving the intents of these directions and projects.

Agenda topics:

Booksale and summer volunteer information:

• Managers updated their list of volunteer coordinators for their location.
• Managers received their packets of booksale information.
• This year’s booksale will continue to be at the Fairgrounds.
• Staff are to be reminded that volunteering at the booksale is not paid time and should not be part of their normal schedule. Volunteer shifts will close as they fill.
• Nonprofits do not need to show proof that they are a nonprofit to take advantage of the free books Sunday night.

CollectionHQ Scheduling & YA Launchpads

• Adult and YA Launchpads are coming. They will start arriving approximately 2 weeks from when the order goes out. Shelving shouldn’t be a problem as they will likely be off the shelves very quickly.
• The CollectionHQ data extraction date is now the first Thursday of the month. In response to this, managers decided to have MSL indicate which dataset is to be used for each grouping of tasks. Staff will then have until the end of the month to complete those tasks. Removals should not be worked during the same time as the Grubby Refresh to keep materials available for ‘shopping’.

Collection Policy

• A draft of the Collection Development and Management Policy and Special Collections Policy were shared with managers. Feedback is requested by 1/23/17.
• Family Talk will be moved to procedure rather than policy.
• These policies are scheduled to go to the Public Services Committee in March.

Local Processing

• The final decisions for local processing were shared with managers. Some changes will be occurring immediately. Spend time talking with staff to ease the changes. Focus on the end result of getting materials to members faster.
• If you identify a problem in locating/shelving materials that you would be inclined to use local processing to solve, let Sarah (DCA) know so they can address the problem.
• The CollectionAnywhere departments will be reviewing processes for approximately the next six months.

Shelving Productivity Committee

• Managers will provide feedback on the recommendations of the committee at the next Managers Meeting.

Procedure Committees

• Borrowing and Library Accounts policies will go to the Commission in March. Prior to that time, procedure committees will have draft procedures to share with staff. This is to ensure that procedures can be developed that fulfill the intent of the policy.
• A new process was shared that we will be using to improve communication between the committees and staff/supervisors. This process will be refined as we practice it.

Reminders and questions:

• Kay mentioned a question was asked on Ask Tim regarding Library Aide hours. She affirmed that Tim’s response is the expectation on how to handle Library Aide hours.
• A question was asked about the Lead Librarian open positions. Kay responded that the position has been taken down for now. Expect to hear in the next couple of weeks about a new process for interviewing supervisory positions.
• Kay reminded everyone to keep the focus on what we are doing and why.