X-Change Meeting Minutes for May 17, 2004

X-Change Meeting Minutes

May 17, 2004

In attendance were:

Judy Walden, Eddie Terry, Janet Brooks, Laurie Mack-Clark, Anita Roesler, Rosemary Czarski, Heidi Johnson, Kay Bauman, Jack Kinzie, Deborah Willis, Lori Kane, Lisa Weissenbuehler, Jean Engebritson, Mary Patton, Barbara Beasley, Donna Morris, Priscilla Doss, Lloyd Lovely, Ann Aliotta, Patrick Williams, Phil Tolbert, Karen Marriott, Todd Olberding, Ernestine Clark, Randy Wayland, Mike Miller, Daphene Keys, Karen Bays, Katrina Prince, Scott Carter

Welcome and Announcements - Kay Bauman

Welcomed everyone to X-Change. Discussed agenda for the afternoon.

Donna Morris – RJN DN Updates

• Opening date not yet set (expect to pick date in next two weeks)
• Still working on punch list with city
• Patrick and MTC are receiving training on new systems in the building
• Offices to begin move on 6/1
• Debra Spindle and Karen Marriott have requested four weeks to move the library
• Office furniture is mostly installed
• Mill work currently being installed in children’s area
• We are currently planning a “staff only” pre-opening event – more details later
• Rotary fountain dedication will be 6/22
• Automation has moved into building and have done a great job

Eddie Terry notified supervisors that –

employees need to use caution when walking in the back alley, the slope of the alley and a large grate have caused a few people to fall. Donna stated we need to work with the city to resolve the issue of the grate. 

RJN DN Postal Address is 300 Park Ave. NOT 300 W Park Ave. Currently all mail that is addressed to the 300 Park address is being delivered to the old DN location. 

Kay Bauman alerted supervisors to the following points:

• Interim Mail procedures have been posted on the Intranet.
• Please continue to check the system information page on the Intranet. We are not sending out emails to alert staff when the page is updated.
• Departments moving to the new building, please review appropriate safety training prior to the move. We want everyone to have a safe move.
• Employee Development Coordinator position – Hopes to make decision by end of month.

Budget (FY04-05) Lloyd Lovely and Donna Morris

• Basically same as last year
• Only “required” items are in budget
• Waiting to hear from County Assessor regarding property tax projections (should hear from them later this month)
• MLS Finance Committee Meeting will be June 9th to discuss budget
• Preparing for a bond election in Feb. 2005. It will be a low key campaign.

Judy Walden – Effective Communication

Judy led an exercise in which all participants were asked to take a sheet of colored paper and close their eyes and follow a list of instructions that Judy read. At the conclusion of the exercise participants opened their eyes and viewed the papers. Each person had interpreted the directions differently and therefore, each result was different. The group discussed ways to increase effective communication.

Judy distributed a packet labeled “MLS Email Communications”

(Copy attached) and led the group in a discussion about proper email procedures.

Q & A

Deb Willis stated that MC is closed and the contractors have begun painting the walls and doing the cabling work. The paintings have been removed from the lobby and are in storage. Anne Fischer told Deb that during construction they might lose telephone/electric or computers.

Summer Reading – The libraries are preparing for the program to begin on June 1st. Lisa noted that the staff at VI had voted to come dressed on June 1st as their favorite super hero. (Lisa also informed us that she has given her staff some guidelines on appropriate costumes ).

Meeting adjourned at 3:20 p.m.

The next meeting for X-Change:

Please Note Location - RJN DN Library
4th Floor Events Room
Monday, August 16th
2:00 – 4:00 p.m