Leadership Team Minutes - February 03, 2016

Purpose:  To discuss and make decisions on issues having system wide impact or effecting multiple departments.

Outcomes:

1. Establish ground rules for agendas and meetings;
2. Finalize the proposed budget reallocation process and documents;
3. Determine name tag approach.

Agenda

Ground Rules for Agendas and Meetings (Tim)

The group discussed the impact of establishing clear agendas for all meetings, and agreed to include the following for all future Leadership Team meetings:

• A purpose statement for the group – why the group meets;
• Specific outcome statements for each item on the agenda – what is expected to be accomplished and what needs to be completed before the end of the meeting;
• A full list of expected attendees.

In addition, the group agreed to use the following standing ground rules for each Leadership Team meeting:

• One conversation at a time (no cross-talk or side conversations);
• The meeting with start and end on time;
• Each member is empowered to determine if attending the meeting meets her/his priorities;
• Each member should be fully present for the meeting (and not completing other work, reading email, etc.)
• Member will respect each other’s time and responsibilities

The ground rules will be added to each agenda, and the group may add to them at the beginning of each meeting.

The members agreed to construct agendas using the same principles for project, management, and staff/team meetings (etc.) going forward.  They also agreed to work with their respective teams to create their own ground rules to govern meeting behavior.

Budget Reallocation Process (Lloyd)

Lloyd described for the group the budget request form, several sample requests, and the instructions for completing the form. The form was drafted to help facilitate the reallocation of funding for FY2015-16.  Several edits were made.

Lloyd will post the budget request form to the intranet by the close of business on February 4, 2016, and an email with be sent out to all budget owners asking them to submit requests for reallocation by the close of business on February 12, 2016.  All requests should be sent to Lloyd, who will compile them and distribute to the Budget Team (budget owners).

Lloyd will work with Tim to draft a decision-making process for the budget reallocation.  The process will be communicated to the Budget Team at the Budget Meeting on February 17 at 9:15am.

Name Tags (Kim)

Kim described the new name tags to be purchased for all staff.  The majority of staff will receive name tags with only their first name.  The tags are to be worn by staff to help library members address staff.  Managers and other staff who will regularly perform community outreach as part of their work, will have name tags with their first and last names.  Some high turnover positions may use similarly designed name tags without the name etched or printed, but the name will be added using a label maker.  Several spare name tags will be available to each library/department to ensure that a tag can be worn, even if the individual forgets hers/his.  All name tags will be magnetic.  None of the tags will have pictures.  These name tags will replace the current tags.

Kim will order the name tags within the next week.