Library Managers Minutes - January 11, 2018

Ground Rules agreed upon:

• 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
• Notetaker comes prepared and coordinates with review team to ensure accuracy and that action and future planning items are clearly noted.

Guest – Heidi Port (Volunteer Coordinator)

Heidi distributed a document containing information about the upcoming Friends Booksale in February. Heidi brought publicity materials about the Booksale for library managers to take back to their libraries.  During the month of February, library staff is asked to pack gifts and withdrawn items in cardboard boxes instead of the large black bins.  These items will be stored at the Service Center and then processed for next year’s sale.

Guest – Kellie Delaney (Manager of Web Development & Support) and Sadie Bruce (Collection Development Librarian)

Kellie explained that the library system is planning to highlight Hoopla digital this month. Emails about Hoopla will be sent to library customers.  Hoopla materials were provided for the library managers to take back to their libraries. Kellie also asked managers to encourage their staff to participate in the calendar and meeting room satisfaction surveys.

Guest—Kelley Hoffman (Director of Human Resources)

Kelley informed the group about the timeline for the Class & Comp study which will be presented to the Library Commission for action at their February 15 meeting. The Singer Group will hold meetings in February to discuss their recommendation with staff. Her department continues to work on the new Performance Appraisal system and integrating the plan into Paycom.

Kelley also discussed revising the system’s hiring process. Risa gave a brief description of her group’s recommendation for handling the hiring of Access Specialists I and Access Specialists II.

The two new policies and accompanying procedures, Unexpected Closures and Attendance & Tardiness, were discussed. 

Education and Program Development (EPD)—Emily Williams (Teen Services Manager) and Kristin Williamson (Children’s Services Manager)

Emily and Kristin described the ongoing process of developing an Education and Program Development Plan. Emily stressed that EPD will be much more than programming; they will also offer age-specific assistance to engagement staff (working with different age groups). Three groups (Adult, Teen, & Children) composed of EPD staff and engagement supervisors from libraries will be meeting on a monthly basis. Workgroups, including frontline engagement staff, will be formed as needed. We are to continue to do what we have been doing while the EPD plan takes shape.

Access and Engagement Service Model Sessions

Ben Mead-Harvey, Village Library Manager, described what took place at the first Access and Engagement Model session open to all staff. More sessions will be announced next week. Managers are to encourage staff to attend and then follow up with those who do attend a session.

Discussion Topics

• Requests to discard devices--If a library has devices that they no longer use/need, send them to IT with a note explaining why you are getting rid of the items.
• Signup & Spaces—If a location has new staff that need training on Signup, have them start with the Signup manual available on the Intranet. If more assistance is needed for Signup, contact Emily Williams or Kristin Williamson (EPD).  Sarah Brown, Central Reserve Team, is available for Spaces training.
• Virtual Library will take over the calls for The Village next week, then Southern Oaks. Tim Spindle will be contacting other Library Managers to establish dates for their locations.
• Pests in the Library—Randy, Brandon, and Ben presented a draft with procedures for handling recurring incidents in libraries. All libraries need to treat the issue of pests in the library seriously by looking at every item that comes into the building and regularly inspecting furniture.
• Refreshments at Library Commission meetings—Only water and coffee is expected.