PIE Meeting Minutes - July 25, 2013

Date:  July 25, 2013
Location: DN Training Lab

Present: Julie Ballou, LaVetta Dent, Jana Hausburg, Kay Bauman

Guests: Jon Rollman, Kellie Delaney

The new 330 RFP has been in use for 24 days. When Jon began looking at the data and the way it export he feels ‘joy’ because it works beautifully. Jon showed us how he created a macro in Excel that translates the codes in the mlsBudget expenditure report so that we can more easily interpret the data. He also created a macro that generates several charts, which he explained. This information will help managers make better data driven decisions. Jon pointed out that this Excel file does not show us indirect costs and does not have any data validation.

We discussed that the data validation needs to be happening at each level:

1. The person completing the RFP
2. The Manager who authorizes the payment
3. The Business Office when the RFP information is entered into the mlsA&P software
4. The person exporting the expenditure report

CH 330 programming dashboard attached

The PIE members were very energized and pleased to see what Jon shared and to realize more clearly what this new RFP form provides. The Managers made a few requests of Jon on what they would like to see: raw numbers in addition to a percentage added to the total allocation dollar amount plus having System-wide charts in addition to the individual locations. The Managers would like to have the Excel file that Jon created to be able to use the data more and then place charts on the Intranet for all to see and use.

In reviewing the “Definitions for completing the RFP for 330 Account Expenditures” we believe an additional point for the shared categories is to include that for Outreach only the shared location is used to indicate where the location will take place.

Jon will share with the Business Office, Outreach, Karen Marriott and the Library Managers the charts.

The Business Office has indicated that there are a few individuals in the System that may be unaware of the guideline for completing an RFP for the 330 account. We requested that the Business Office return those forms to the location to be updated to provide the needed information.

PIE managers will request time to share the charts with the rest of the managers in August perhaps at the Managers’ meeting or a special meeting.

Kellie offered ideas on what we could do on the Intranet to help. There may be a way to use the planning for an event form (planning forms LaVetta and Julie shared are attached) so that it is completed online and the data is dumped into a spreadsheet. This would be a first step in gathering data prior to an event and continue to collect that data so that by the event is finished there is more complete information on direct and indirect costs.

Kellie and Jon will think about what they saw and heard and help generate tools that may be helpful on the Intranet.

We discussed touring the Marketing Department to have a better understanding of what is involved in publicity type requests. The general feeling was that a tour would be valuable as a video for all staff to see and then to share as new employees are hired.

The Business Office has requested that the staff follow a particular set of guidelines when using the library’s credit card or when using a Purchase Order (PO). This is needed to assist them with reconciling RFPs to the credit card bills. The Business Office shared those guidelines with us. The primary step for the individual using the card is that the Purchase Order (PO) must match the receipt and the RFP. We need to share this with all staff. (Procedures are attached) Julie asked if the food guideline at events is at a point where Kay can share it. It has much more work that needs to be completed but here it is:

Food at Library Events

• On the occasion that food or drink is served, staff will ensure that all food and drink is nut free. Staff will keep labels listing ingredients during the event to answer any questions.
• The Library does not accept homemade contributions for public events.
• Parents, teachers, and supervisors of young children shall be alerted when food or drink is served at children’s programs. Feel free to decline the offer of any food or drink served.

Food Allergies

• You are responsible for monitoring the consumption of food and drinks by children under your supervision. This includes food and drink that is not served by library staff.
• If you are in the care of children with allergies, remain vigilant. Be aware that the public are allowed to consume snacks and drinks in most areas of the library.
• We strongly recommend hand washing and the use of hand sanitizers. We agreed to ask whether some items that are purchased consistently by libraries could be ordered by the BUS in bulk to streamline that process for libraries and for the BUS. An example might be the hand sanitizer (while it is a 303 or safety item, it is currently purchased by libraries. Is this part of the tissue issue?). Jana will check. Update: 7/26/13 Kay visited with the BUS and they are happy to discuss this further.

We agreed to set a monthly meeting through December. Kay will send a request to reserve the Service Center for:

• Thursday, August 15, 2-4
• Wednesday, September 11, 2-4
• Thursday, October 10, 2-4
• Thursday, November 7, 2-4
• Thursday, December 5, 2-4