Leadership Team Minutes - November 01, 2017

Meeting Objectives: 

• Ground Rules 
• Minutes 
• LT Workgroups
• Grants 
• RE HVAC 
• Staff Appreciation 

Ground Rules for Leadership Team Meetings 

• One conversation at a time (no cross-talk or side conversations) 
• The meeting will start and end on time 
• Each member should be fully present (not completing other tasks, reading email, etc.) 
• Respect each other's time, responsibilities, and opinions 
• Constructively share thoughts and opinions with each other at the meeting

We discussed the ground rules that were approved at the Feb 3,2016 Leadership Team meeting and also discussed and agreed to use the same ground rules that the Library Manager’s use.  They are: 

•  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 

Minutes 

• Approve and post them in a timely manner 
• Be transparent 
• Record the discussion without characterizing – ONE team, ONE message/voice 
• Make minutes summarized, but meaningful and understandable for those who are not present 

LT Work Groups Align the leadership team with commission committees by assigning a position to serve on internal committees that plan the meetings with the Commission.  The workgroup may decide that it would be helpful to have others attend the workgroup meetings to help the workgroup gain a better understanding of the topic.

• Calendar of upcoming topics as presented at the October Commission

First Two Workgroups and topics

• Administrative and Personnel -- Performance management system 
  • LT workgroup members: Kelley (HR), Milissa (Training), Michele (OD), Anne (Technology), Julie (Member Services).  
  • Charge:  Review the performance management system recommendations from the internal committee, Singer and bring a recommendation on what and how to implement the system to the LT for review.  The LT will then discuss and propose what to recommend to the Commission.
• Long Range Planning
  • LT workgroup members: Anthony (Ops), Sarah (Collection Anywhere), Kim (Mark), Morgan (Planning), Melody (Member Services) 
  • Charge:  Review the Library Unbound and initiatives in terms of understanding the purpose, direction and how to assess thus far and longer term

Grants 

• Discussed requests for Friends’ Grants
  
  • Summer Reading - $70,000 
  • Books for Outreach/Giveaways - $15,000 
  • Annual Grants (applications to be reviewed through the year) - $30,000 
  • Shea Serrano Author Talk - $4,250 
  • Discussed the purchase of a special collection of materials relevant to our Historical Oklahoma collection and that we are utilizing existing funds from the Russom Grant as well as other future grants for a total purchase of $150,000

Ralph Ellison HVAC System 

• Will be closed November 13-17 for the HVAC repair
• The part is to be shipped on Friday
• We need 4 weeks to be able to  reschedule due dates or holds 

Staff Appreciation 

• Discussed the draft Staff Recognition Purchasing Guidelines for Locations/Departments.