Library Managers Minutes - October 26, 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
• 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.

Special Guest Heather Zeoli - Development and Volunteer Services

Heather discussed the roles of the Friends of the Library and Library Endowment Trust and how to deal with grants, donations, and solicitations.  ALL grant applications should go through the DVS; any material given to the library becomes the property of the Trust or the Friends; run all solicitations by Heather Z. Funds are again being provided by the Friends of the Library for a staff recognition program.  More information will be provided by OD.

Pests in the Library

Current and past issues with pests in the library were discussed.  Staff should review Intranet document on Pests in the Library and train staff on regular, consistent protocol on check-ins so as to ensure continuous process of identification/action.  Committee (Brandon (AL), Ben (VI), Randy (MC)) will collaborate to update document.

Collection Duties

There were several takeaways from the small group discussions on collection duties and job descriptions for Access and Engagement.  LMs should use the job descriptions as a guide and make staff work assignments based on the branch needs.  Routine maintenance should be dictated by the weeding guidelines from Collection Development. Access and Engagement should work together closely to coordinate their respective roles regarding the collection.

Framing information for staff and members

LMs should consider the information they share with staff and members and be sure the message being received is what is intended.  The information that we share with staff and members should be transparent, but also thoughtful in terms of how it could be misunderstood.  Examples include: Reviews and training on pests in the library so as to be proactive and tax help offered off-site allowing for better hours, more space, and more parking.

Miscellaneous

• Taking minutes and updated ground rule (reflected in italics above) - The updated ground rule specifies that the notetaker should coordinate with review team (previous month + current month + next month notetakers), then send to DMS, and then to Victoria for Intranet.  Minutes are due by following Tuesday.
• Library staff coordinating an order for local t-shirts can be done, but anything branded as MLS, Metro, Metropolitan Library System, or the name of any library must go through marketing.
• The few locations that are impacted by vending machine staff activity fund accounts will be receiving more information from their directors and the Business Office.  Those funds will be transitioned into the general fund.

Open Discussion

Kay gave an update on the upcoming Commission calendar and packets for the 4^th quarter and 1^st quarter.  Staff appreciation funds will be coming from FOL.  Staff may dress up for Halloween but should follow dress code, be safe, and be able to fulfill job duties.

Next LM Meeting – November 9 @ ED