Library Managers Minutes - July 27, 2017

Outcomes:  To identify and discuss steps for the budget process and to further the implementation of the A&E model. To share information relevant to library managers. 

• Introductions: Victoria Garten, Internal Communications Coordinator, Internal Communications, Organizational Development is working to launch an Internal Communications Newsletter
  
  • Action Item:  LMs are to reach out to Victoria with any ideas they might have for our new Internal Communications Newsletter
• Annual Fee Accounts – (See Access Managers’ SharePoint Site for Instructions Folder and additional information).  Access staff are to add charges and updates for annual fee accounts and the default library is responsible for initially updating these records.  Please note that this is not a permanent fix to processing annual fee accounts. 
  
  • Action Item:  LMs are to share this information with Engagement Managers and train them on this process.
• Shelving Accuracy -- In March 2017, all LMs were asked to begin tracking and averaging the rate of shelving at their location.  This information was to be entered into the Rate of Shelving Summaries document in the Rate of Shelving Assessment Folder on the LM Share
  
  • Action Item: LMs need to go back and ensure that they have entered information for their locations and ensure that this data has been translated into an items per minute figure by Sunday July 30. 
• Unusual Incident reporting
  
  • Make sure to use the ROCV system to record issues that take place near library property and use the terms “Vicinity Of” in the name field instead of noting Unknown, Unknown.
  • Send the ROCV report to your Director of Member Services, but always make sure to get in immediate touch with your LM, DMS and Kim Terry to make them aware of the situation.  If you are not able to get in touch with your DMS make sure to contact another DMS or the CLO.
  • When creating any ROCV make sure to add the offender’s library card number and if they do not have a card number make sure to note that.
• Budget Plans -- Use Member Services Plan and email as template and keep in mind that there is no right or wrong way to complete your budget plan.  These plans will be reviewed again and can be tweaked.
  
  • Additional Discussion in Regards to FY17/18.  Make sure to look at the brief job descriptions for Beyond the Walls & Playful Learning staff to better understand their new roles and how this will affect Member Services.  The former Outreach Department has planned and scheduled system-wide programs through October 2017.  Playful Learning will be working towards laying the foundation for future system-wide programming November-April, with the goal of possibly implementing system-wide programming pilots in April. Member Services will continue with existing programming now until April, making sure to assess and evaluate their current offerings along the way. 
• Monthly Highlights Reports – Keep in mind that this is not an activity report and be sure to provide notes that may be easily be used for possible inclusion in bullet points sent to the Commission.
• Program Attendance must be updated in SignUp on a weekly, if not daily basis, to ensure that program numbers are accurately reflected in reports from Orange Boy and ODL
• Preparing staff for A&E positions.  Manager groups are to assess positions, review job descriptions, assess training needs, discuss local mentoring, and define success.
  
  • Action Item:  Input due at the 2^nd LM Meeting, August 24^th, 2017
• After Hours Events in the Library – Process for requesting, communicating, hosting after hours events
  
  • Action Item:  LMs to add feedback and questions on document that Mark sends
• Meeting Rooms & Virtual Library
  
  • DN will start handling room reservation requests for the former North and West regions starting August 7^th.  The East and South regions will be notified as to when they will be brought into the fold.
    
    1. Action Item:  All library locations are to determine who their meeting room contact will be once DN takes over as the primary contact.  DN staff will reach out to gather this information.
  • The Virtual Library is tentatively scheduled to start taking over DN phone calls on September 1st