Managers’ Meeting

Wednesday, May 21, 2008, 1:45 p.m.

Who takes minutes? JB, KM, SNS, SMS, CG, BJM, RH, NI

Next Meeting Date: June 18, 2008, 1:00 p.m.

Discussion Items:

1.   Review of Administrative Procedure for hiring non-exempt staff (bjm)

Betsy (Admin Asst) is now reviewing all job descriptions and application forms before hiring process begins.

Paperwork needs to be completed before positions are advertised.

Stephen likes to have potential candidates prepare RFPs (requests for proposals) when doing internal hires.

Job descriptions should be finalized before the date of check-in. 

We need something about temporary hours and leaves of absence (i.e. someone taking off time during the summer). 

Need to add something for grant-funded temp positions. 

Who makes the signs?  Mgr.s currently are, but admin. asst. makes sure it's done.

Add something about getting e-mail references being acceptable. 

Add a line on applications to be completed by circ staff to state what date application received.

Add line about reference notes being shredded after the interviews.

Interviewers should receive a copy of the job description.

The county librarian will approve candidates after they are interviewed.

Admin. Asst needs lead time to prepare new employee packets. 

Admin Asst provides a copy of the job description with a line included for them to sign at check-in.

Betsy will send everyone a copy of the updated policy.

Sharon is going to 20 hrs/wk and this will help Betsy catch up.

We discussed what young (teen) ASPs and volunteers can or can't do.  Someone will call a lawyer.

2.   Discuss what work can be done while power is off for AC on 5/23. Work at something in areas with enough natural light? Reschedule hours? Take Vacation? Work at home? Have a staff retreat in browsing area or off site?

Power will be out starting at 7, probably coming back on at 11 - 2 hr buffer before opening

Too late to schedule a workshop

Could try letting people work from home

Shelf-rdg, shelving, processing, rdg sel'n magazines, use laptops

Mainly affects access services

3.  CD Cleaning

KM would like to revisit cleaning CDs with a machine

Stephen send them out to Outback

He cleans things with water that are having problems

KM would like them cleaned after a patron complains about them

4.  Paul Heimer - Briefed us on what's going on with the ACPLF:

Endowment Bill passed - a 3:1 match in first pool of money, we need to raise $98K to max this benefit

2.3 million will need to be raised statewide from private sources before state will give second pool of money

Total affect could be 500K for ACPLF = about $25K more for us per yr

Smaller, less organized counties may have trouble raising money - Paul is talking to some of the boards in these counties

PH appointed to go after money from wealthiest people in the state, corporations, foundations, etc. (Wal-Mart)

We'll get 1/23 of these monies.

He has 2 yrs to raise the $98K.  Plans to do this sooner.

ACPLF role in the AC:

Put down verbal commitment of $50K, but they won't have to pay this much (SMS thinks they'll have to pay $52K)

Writing grants for this - WCF

Also plan to help with doors ($27K), elevator

Trust fund gave us $37K last year, SMS is asking for $42K this year (beyond copy machine, newsletter, grants they've written)

Fundraisers:

Book Bash

Benefits go to the AC

Doing fundraiser at Hilton restaurant where we get a percantage

Halloween?

Friends checks are going directly to ACPL so we get the money faster

Tax program big success (500 participants) - benefits ACPL and fndtn

Speaker series - big names coming - let Paul know if we have ideas for authors

5.  Materials budget for FY09

SMS doesn't know how much money we have yet

ACPL budget will have to be posted in the paper

Need to meet to discuss how to divy up the $16K from city

No book money from ACPLF

ACPLF won't track book money donor funds (Russin, Schenker)

We don't need to rush to spend our book money - it will roll over in July

SMS will send out a draft budget to us this wk

SMS will meet with selectors to discuss how to divide book money

6.  SMS: Wants to have another brown bag to discuss ALA sessions she and KM attended - second Wednesday in June (6/11 at noon).

Some VTC stuff will be transferred automatically.

 Probations ending:

Josh P. ---7/10/08 (Administrative Services)

Cheryl K.---7/17/08

Deborah K. --7/24/08

Sharon S.-- 9/11/2008