Executive Council Minutes - February 20, 2023

2023.0220 Executive Council (EC) Meeting Minutes

Meeting Called to Order at 10:00 A.M.

Present: Larry White, Charisse Dye, Kelley Hoffman, John Wood

CEO – ADM

Larry reported he met with Brian Alford, Commission Chair, to go over feedback from the proposed revisions to the MLS VG 200 Organizational Chart recommended by the Executive Committee.  Brian would like to present two or three options of the proposed draft at the next Executive Committee meeting for approval at the next Commission meeting.  Questions and discussion followed.

Strategic Plan Status

Larry reported he is putting together the process to pick the members for the Planning Council and would like to have at least one member from the EC and at least one or two members from the AC to serve on the Planning Council.  Larry nominated Charisse to serve on the Planning Council.  Questions and discussion followed. 

Budget Prep Status

Charisse reported she will be sending out the preliminary budget templates later this week and next week as there are a few changes to be made to the accounting structure.

Larry and the EC discussed how food items should be budgeted, whether to be used as refreshments or as part of a program, and should it come from the same budget line.  The consensus of the EC is all food items should come from the programming budget line.  Larry will discuss the budget prep status and refreshment status at tomorrow’s AC meeting.  Questions and discussion followed.

Larry reminded the EC that he will be teleworking all next week and due to being out of state, the EC agreed to cancel the February 27^th meeting. 

Soft Skills and Management

Larry reported there are challenges with staffing and management in that some staff are in professional or managerial positions who either don’t want to be in these positions or need assistance remaining in these positions.  After discussions and good perceptions from the RDs and Kelley Hoffman, Larry asked the EC for their thoughts on moving forward in the concept of working to create some sort of framework that MLS build our own management leadership certificate program.  He believes there is the possibility for MLS to work with Rose State College to put together a certificate program to ensure a consistent education across the board for an understanding of both libraries and management.   A certificate program will also open opportunities for current staff who are interested in moving up giving more flexibility to grow in the organization and it could also be potentially offered as a career development program for the recruitment of new hires.   

Larry reported that 77% of MLS budget is people and the way the organization can make the best use of what we have is by investing more in staff who want to remain and investing in those who would like to become a part of our organization to build careers.  He thinks this program is worth exploring to reach out to Rose State and to have more discussions with staff to begin working on developing a plan.  Kelley will run a report on educational status in MLIS as she reported there are currently nine management positions open.  Questions and discussions followed. 

Notary Services and Training

Larry referred to the survey sent out to Public Services notary staff and recommendations to build a training program.  Questions and discussion followed.

Larry adjourned the meeting at 11:33 A.M.