Library Managers Minutes - April 05, 2018

9:00 – Welcome

Discussion and agreement by all to follow established ground rules.

9:10 – System Updates – Kay Bauman

• Classification and Compensation Study – Appeals period is in-process. There perhaps nine or so appeals. The plan is for employees who submitted an appeal to receive their response via Paycom.
   
• Performance Development System – Project is on schedule with training to begin following Xchange meeting on May 7. For more information please reference the PM focus groups presentation 6-20-17.pdf on the Performance Development System Intranet page.
   
• FY2019 Budget – Discussion of using Martus to enter budget amounts. Melody elaborated on how programming costs are divided between system and local programming. Neighborhood Arts will continue to be budgeted by EPS department, not individual locations. Additional discussion of providing as much useful information into the budget (descriptive notes) to reduce the amount of preparation work for future budget years.

9:45 – Progress Reports/Announcements

• Staff Activity Funds – Chris Kennedy – Managers need to make sure to close all staff activity funds prior to the end of June. These are local funds, such as funds from vending machines, and should not be confused with Staff Appreciation Funds from the Friends of the Library.  
   
• Updating Evacuation Plans – Julie Ballou – Safety Committee has been reviewing evacuation plans for all locations and realized job titles and responsibilities need to be updated. A template is being created to be sent to all library managers to use for updating their local evacuation plans.
   
• Google Project – Melody Kellogg – MLS has received funding from Google to purchase Chromebooks and Hotspots. IT will be ordering 120 Chromebooks and 60 hotspots and is working with EPS and the Workforce Development workgroup to determine how they will be allocated and used to provide the greatest impact to our customers.  Talk to your regional director if you/your team has thoughts about how to use these items most effectively.
   
• MakerSpaces Best Practices – Erin Bedford – This workgroup (Erin Bedford, Melody Kellogg, Julie Ballou, Anne Fischer, Anna Todd, Emily Williams, George Tocco, Britney Logan) are working on a mission statement and discussion of naming ideas. Bethany will apply the best practices developed by this group to the space planned for their new location, and it will help determine what is needed for future spaces/locations.
   
• “Pests in the Library” Document – Risa Sargent – The most recent version was shared with managers on 4/4 and considered all recommendations and edits. All agreed it looked good and will live on the Intranet under Resources/Documents.
   
• Visitors, Vendors and Volunteers – Chris Kennedy – Development of a plan for Service Center and Downtown locations (initially) to recognize and document visitors/vendors/volunteers who will have access to non-public areas. The process at DN will be to check in and out at the security desk and have badges designating their status.
   
• Outside Commitment Forms – Julie Ballou – A form has been developed for staff to use if they have outside commitments such as volunteering for an OLA or ALA committee. Staff will first need supervisor permission before committing to a position. Group agreed that there needs to be some form of central coordination of these forms to determine that the system is not spreading themselves too thin or over-committing to certain groups/committees/projects.

[Break]

• Workforce Development – Ashley Welke - This workgroup (Ashley Welke, Judie Matthews, Jerod Gerfen, Heather Kitchen, Edie Daniel, Molly Giles, Ruth Smith, Julia McConnell, Kellie Delaney) is using the OBPE method to determine what workforce development services are needed in various library communities and who is providing services already. They are also narrowing down big ideas to a single/focused project for FY19. While the group started with the Adult Engagement Cabinet, there are discussions of creating a workgroup that includes representation from the teen and children’s cabinets as well.

10:45 – Office software on computers at service points – Julie Ballou

Group discussion to determine if the full suite of Microsoft Office software is needed on all computers at service points. Discussion included how staff are responding to the new service model and using their time on the floor to interact with customers, as well as when/why they may need access to other Office programs while on the service floor. Southern Oaks will pilot the project to install the Office suite on all service point computers. They will provide feedback on the experience prior to implementation at other locations.

11:00 – Check for understanding about status of programming and outreach – Chris Kennedy

Feedback was provided by the group that confusion persists as to what a clear definition of a “systemwide pause.” EPS and Melody Kellogg are working to have a plan in place by early fall.

11:30 – PLA Sharing (Tabled for May meeting)

Next LM Meeting – May 10 @ location TBD
Notetaker for May – Kimberly Francisco/RE
Reviewers – Angel Suhrstedt/DC, Mark Schuster/NW)