Staff Association Meeting Minutes - April 2014

Present: Jeremy Titsworth (NW)-Chair, Kevin Colwell (SC), Cheryl Coleman (WA), Shanelle Jackson (VI) Treasurer, Natasha Earle (AL), Lawana Morgan (RE), Leah Donathan (CH), Joan Kendall (ED), Brittany Barber (CT)

Guest Speakers: PIE Committee members LaVetta Dent (AL), Julie Ballou (NW) and Jana Hausburg (CH) PIE is an acronym for Procedures and Implementation Evolved and deals with issues about programming. In 2001 it was realized that Librarians want to do programming but it takes so much time to plan and implement. This plan takes away from time at the desk with customers.

In 2006 a formula was worked out for staffing that put a cap on how much could be allocated for programming. This gave Librarians the feeling that Administration did not care about programming. In 2012 an Event Coordinator position was implemented to take over some of the programming. Now PIE is for Librarians to more efficiently manage programming themselves. The expected outcome is to review and clarify planning of programs. There are written guidelines to help assess the indirect cost (personnel time) of programming.

The committee has been intent upon looking at the entire "pie" (MLS system as well as each individual branch) and it became very difficult to come up with the acronym, but they did. The committee has created tools for effectiveness of programs, for best use of Library resources, producing data to show impact on community, help achieve the Library's mission and keeping balance across demographics.

PIE was also responsible for revamping the RFP forms. Now a separate one is for programming specifically. With the fields that are entered a lot of info goes for statistics to help programming. It really helps the Business Office also, because it already has that pertinent info at audit time.

PIE was able to get the Flow Chart down to 7 pages after initially filling a huge white board with info. It begins with "Program Decision". It queries if the idea fits the goals of MLS Mission statement and the Strategic Plan. The training course "What would Marian Do?" came out of this as well. It lays out scenarios and has trainees align their answers with MLS Policies and Procedures. One piece on the flow chart brings up the questions of volunteers being involved as well as MAC resources. Moving to the planning phase, some programs are planned by Librarians while others are carried out by Outreach. Planning displays for public information and entering the room set-up scheme are on the chart.

Along this route there is a section to describe the event which would include the intent behind the program. Jana brought up the "BLT" training course that our Cheryl has attended. The course suggests 3 elements in describing an event. Bling, Lecture and Tie-in to get peoples' attention and interest in attending a presentation at a library. A Beta-PIE group was formed of several managers to test-run the flow-charts and give feedback. A Program planning check-list will come out of this that can be used on-line to breeze thru the steps. A Blurb Bank will be available of nice wordage for describing a program. What does success look like, "a room full of kids" "reactions of attendees"? Kellie Delaney has a lot of input to go thru before this will go live.

Final comments by guest speakers: this will help with diversity of programming as each library can track what they have already presented. Also it will help managers say "no" to offers by presenters when they can see a definite reason that the program would not be appropriate and give the individual an explanation.

Old Business:

Commission Report: No report. See Intranet.

Secretary's Report: Cheryl motioned to approve minutes. Brittany seconded the motion.

Treasurer's Report: Shanelle said we stand the same as last month, with $244.41 and 68 members. Joan jumped up to turn in her 26 new members' dues.

Rebranding Committee: Joan had a color copy of a possible logo for MLSA (Metropolitan Library Staff Association).

Focus Committee: Jeremy said that Stacy approved Staff Association having a smaller fundraiser for Staff Association besides the United Way "raffle" fundraiser. A backdrop of a cereal box "Readies" was put forth as the photo booth set-up. Shanelle talked about having magnetic photo stickers for individual attendees to purchase. The photos shot in the morning
can be taken to the nearby Wal-Mart one-hour counter and photos picked up before we leave Focus that afternoon.

Annual Meeting Committee: Leah agreed to take Monte's place on this committee. Cheryl will join and look at date for the Annual Meeting in the fall and then secure the atrium at DN Library.

Warm Fuzzies Committee: Jeremy had miscommunicated with MAC so "warm-fuzzies" which are in fact the trophies are now scheduled to be advertised to sell from May 26 to June 14. They will be assembled at the June meeting and carried to recipients. We'll be in the middle of Summer Reading and needing encouragement for that. We get 300 gold labels for
$18. 91 about $0.06 each. The trophies will sell for $1.50. Lawana made a motion to purchase the gold labels for trophies. Natasha seconded the motion.

Jeremy has gotten comments from non-exec. council people who read the minutes that were posted on the intranet this month. They like that we are going in a different direction. Joan's people like the idea of more socializing and fun stuff. Jeremy is looking into speaking with Kay Bauman soon about S.A. supporting the Library in some capacity. Jeremy wants to do a survey (survey monkey) of all MLS employees.

Natasha suggested a Chili cook-off as an event. Maybe having a tournament after several regional episodes. Leah noticed a fund-raising event at a Barnes and Noble...they offer gift wrapping before the holidays with the money going to a Childhood Cancer place. IF YOU GET AN IDEA, E-MAIL IT TO JEREMY.

Brittany had feedback a while back and heard people wanted a t-shirt saying "Staff Association" but Administration said we cannot do that.

Shanelle said on a survey monkey we should list what's not permissible. Jeremy agreed that we need to narrow down our focus.

By-laws Article I #2, b and d haven't been implemented in years.

The Singer Survey caused a reduction in sick leave allowed each employee. Some co-workers complained that Staff Association didn't do something about it or see it coming at least. Staff Association hasn't taken on individual problems. Lori Picollo, as our guest speaker within the last year assured S.A. that we should send co-employees to H.R. who is set up by training etc. to handle staff's problems.

Brittany announced this is her last meeting since her school schedule won't permit her to represent CT any longer.

Natasha made a motion to adjourn and Leah seconded it at 4 pm.

Respectfully submitted by Joan Kendall in Tulin Lafollett's absence.