Manager Meeting Minutes for August 19th
Jeff started the meeting at 9 am and asked if there was a motion to approve the previous
meeting minutes and Rick made the motion and Janet 2nd, all approved.
Next a motion to approve the agenda was asked for and Nita made the motion and Janet
2nd, all approved.
Jeff may have a conflict on the day of the next managers meeting. He has to be at a
directors meeting. He proposed the date of the 23rd for the next managers meeting and
wanted us to pencil that in.
Chris:
Chris wanted to talk about substitutes at our libraries. It has been decided that we are to
stop sharing subs from one library to another. There has been a problem when the hourly
numbers are not considered between the 2 libraries and the sub can go over the allotted
17 hours weekly. So to keep from anyone getting in trouble for breaking this rule we are
going to have to assign the subs to one library only.
Ana:
Ana said our last time sheets were pretty good. She wanted to remind us Yellow boxes
never go over 40 for legal reasons.
She passed out a Procedures sheet for timesheets. She said most jobs have the employees
sign their time sheet. We are now going to do this too. Staff members sign the sheet then
the managers approve it with their signature. Make sure to date it and that the dates are
correct on the sheets.
We are to take leave in 1 hour increments only. Pay is OK in increments of 15 minutes.
She also passed out a sheet showing dates for payroll through the end of the year. It
shows what date the timesheets need to be sent in by and what day the checks will be cut.
The dates are different because of weekends and holidays.
Ana asked us to be sure and check the math in the cells on the timesheets. Also we need
to be sure and sign in pen. It will be returned if not signed in pen. It will be the
responsibility of the staffer to turn it in on time.
Ana also asked us to have staff fill these out as they work not in advance.
Cheryl:
Cheryl wanted to talk about the annual report. She passed out the list of questions to all of
us. She went over the questions with us and showed us the ones she needs are all
highlighted on the forms.
She showed us a new question that asks for hours of operation. She needs to also know
hours that the library closed for maintenance or emergency.
She also handed out a Summer Reading questionnaire too. We are to finish these
questions and return these sheets to her by September 18th.
November 11 will be Staff Development day and this year we are having it at the Charlie
Elliot Park in Mansfield.
Jeff:
Jeff reminded us that this week we are to be counting the OPAC usage. We are to count
even when we do a search for a patron ourselves.
Holly:
Holly explained she is in the middle of operation cleanup.
Holly said they have made a card for Tech services that they will use to put something on
hold. They will use this instead of emailing us when they need a book to make a change
to or for anything. That way we can pull it and just send it to them. We will be finding
out how they want to handle these holds. We may be putting them in the crate just going
to Madison or we might be writing Tech Services on the slip.
Blue forms; send these with book, or note on blue form if correction was already done by
Holly and the date it was done. Only send blue forms to Gloria.
Tamela is checking classifications of books before they are ordered. This will cut down
on the books coming in done wrong like the recent Patterson book that should have been
YA instead of Adult.
Submit ILL deletion requests to Gloria.
Tamela:
Tamela said she was working on closing out the 09’ P.O.’s.
She explained that she is in constant dialogue with B&T dealing with stuff as far back as
Oct 08’.
Purchasing will be slow in the future. She is expecting Acquisition stats to be down from
previous years. She will be comparing 09’ and 10’ Acquisitions on forms month to month
for us to have on hand. This will be in case we need to show board members or anyone
about number of books on shelves.
She is changing our book selection process because of lower amount of funds. We are
about to get August forecast but there is not going to be the deadlines for turning them
back in.
We have to decide to stick to or let go of
1: Authur AY program
2. Periodicals
3. Databases
These are typically state funded items. So far we have gotten $1500 per library and it
may be all we get this year. Our 09’ money is tied up in open PO’s.
We discussed our options and Tamela advised us to stick with our AY programs. She said
most of us have the money to afford to keep this going.
All of us agreed we would like to keep this program going.
We have been quoted $3456 to keep Learn a Test for the next year. This would be $432
per branch. We talked about this database versus books that typically vanish very fast.
We were told we should be encouraging the use of this database to our patrons because it
is so current and has so many options to it.
Ana was trying to get stats to show the use and eventually came up with it is used about
80 times a month.
We could buy 5 essential titles for test prep plus 5 more for the cost of the database.
Tamela told us we are not using Ebsco anymore. They were cheating us and it is a mess.
She has been speaking to another vender and has been looking at getting extra copies of
the AJC and having them sent to a Walton library and then going out in the courier to the
others where they no longer deliver.
She went over what each of us spent last year on periodicals. We had all preciously sent
in a list of cuts we are willing to make to save money in this area. Tamela said for now
she was keeping the same titles and see how it goes.
She passed out July and August forecasts. She said we are going to start pulling titles
from the forecast and putting them on our manager request forms. She asked that we first
go through and mark any AY titles we would already be getting and then mark around 10
titles extra we would like to get.
She said we would be getting the September forecast in October. By September she
should have the open PO’s and the encumbered funds tracked down.
She said she hopes to have new forms by September for managers to order books with.
She then went over each of our Buying and Weeding guides with us.
Donated Books; She asked that we get our AY donated books to her by the Monday
before the managers meeting and she would hope to have any returns to give us at the
managers meeting.
Tamela says we can bring up to 10 items that don’t meet the AY requirements to the
managers meeting.
Weeding will be tied to budget and bindery. She will have a new form by next meeting, a
managers request and weeding form.
Blue Slips; we are trying to get a refund or discount for all the B&T errors.
There will be no field trip to B&T for now. We can’t afford to spend the time right now
especially when they are not doing everything right.
Once more PO’s are closed she hopes to come see all of our libraries. She also wants to
show us each a spreadsheet of our budgets and go over them with us.
Jeff:
Governor is waiting for a proposal on budget cuts. This could be done with the books
money. That may be why we will not get more than the $1400 we have so far.
He explained that only professional library staff at the Region would have to participate
in any furlough. This is just one proposal and is not decided yet if they will even have to
have furlough days.
Morgan and Green are supposed to be in September Bond sales for construction projects.
Walnut Grove will be later. They are still building the road to that new library and
haven’t gotten water yet.
Jeff asked about holds and if we were getting them in a timely manner. We said about
normal.
We discussed Policy Manual related to extended leave. He talked about the recent
changes and also discussed the Family Leave act.
He handed out Budget Sheets for all our libraries showing to June 2008 fiscal, June 2009
fiscal and 2010 beginning. We went over and talked about each of our budgets and where
we were. Some cities are on Jan Dec fiscal and that effects how much they have paid so
far.
Nita made a motion to adjourn and Janet 2nd. All agreed and meeting was adjourned.
Minutes respectfully submitted by Rick Vetsch for Miriam Baker who was on vacation.