Policies and Procedures Meeting Notes 12/13

Attending: Barb Gibney, Elizabeth Hulett, Janlee Viands, Jeff Ridgeway, Ian Seibert, Jackie Price, Lisa Key, Charlotte Seibert, Kathleen OConnell

Discussion centered around what we currently have in the policy and procedure manual, issues that need to be addressed and the format of the revised manual. It was suggested that we change the format of the manual to something that is more user friendly, e.g. divided into two parts Customer Service and Internal Operations.

Suggestions for new policies:
File Retention
Social Media
Internet
E-Readers
Laptops
Study Rooms
Loudness Policy
Disruptive Children
Permission for children to checkout anything and for people to agree that their circulation records will be kept.
Budget
Banning Policy
Internal Communication
Emergency Handbook
Collection Development
Security Staff and Training
Keeping the library clean
Rules of Patron

Assignment were given out for teams to work on each of these policies and the overall format. The following committees were formed:

Format of Policy and Procedure Manual: Lisa, Charlotte, Elizabeth, Kathleen

Policies:

File retention Admin.

Departmental Budgets Admin.

Social media, internet, ereaders, laptops, Ian, Elizabeth, Amanda, Jeff, Janlee

Study Rooms Elizabeth, Janlee, Kathleen

Loudness and disruptive children, Jeff, Lisa, Jackie

Permission forms Jackie, Lisa

Security Staff and Training Jim, Kathleen

Collection Development Barb, Jeff, Kathleen

Banning Policy Elizabeth, Janlee, Lisa, Jeff, Kathleen

Internal Communication Lisa, Barb, Jeff, Elizabeth, Janlee, Kathleen

Cleaning of the Building Not sure this should be included here

Rules of Patron Behavior Entire Committee

Next meeting in early to mid January.

Agenda from Policies and Procedures Meeting 12/13

Policies and Procedures Meeting
Agenda

December 13, 2011






1. Where are we?

What do we have in place?
What else do we need?
Is there a change in philosophy?
Do we keep the same format?


2. What else needs to happen?

Next steps?
Who will do what (departments/individuals)?
If there are changes who is responsible?



3. Who does what?

Delineate/Clarify tasks
Assign tasks to staff
Timeline: set dates for next meetings and completion of project

Happenings

We are gearing up to look at our policies. The strategic plan will be written by January 1, 2012. One of the issues that came out of the strategic plan process is our need to look at and rework our customer service focus and training. Part of this involves work on our policies and procedures. Look for email to set up a meeting.

Notes from July meeting

Lisa took these notes in July 8th meeting:
Attending: Kathleen, Ian, Charlotte, Jan, Barb, Elizabeth H & Ian
Note: it was suggested that we need a representative from the Children's and Bookmobile departments.
Every staff member should have a staff handbook; every department should have a policy and procedure manual.
Look at the section that pertains to your dept and think about changes needed
Look at the section from a customer service point of vie (both internal and external) how can we meet/exceed customer expectations...what are those expectations...what tools and training do we need to fulfill those expectations.
Look @ other library systems
Look @ our own library branches policies and procedures
Additional sections to think about:
Security...steps to banning, etc.
Marketing/Social Media
Dress code...we talked about uniforms, branding tagline...logo...It was suggested that we get a consultant
Customer service guidelines...look @ Starbuck's guidelines
What basic tools and training do we need to fulfill those expectations?
Basic Reference training for all public service staff
IT Dept. requested more training opportunities
Empowering staff to make decisions
Owning the customer serive experience from beginning to end
Technology...self checkouts that work...Cassie the alternative to SAM...ebook training for all public service staff...DVD dispensers...RFID
treatment of customers (external & internal)
atomosphere
roving reference
self-pick up for holds
programs
fines/max per item
social media as marketing
no logs...turning no's into yesses
list serves...history/business/programming
Kathleen is creating a policies and procedures blog. We will meet in a month.

Policy and Procedures Presentation

November 9th is the next WCFL Board of Trustees Meeting. I'd like to give them a presentation about our policies and procedures project. I'd like to get the board's perspective on allowing parents/caregivers to decide if their children's borrowing priviliges should be restricted to only the children's dept. I also want the board to look at ALA's statements on labeling and the freedom to view. What is your opinion?
I think at our last meeting we were going to review parts of the Policy & Procedure manual and suggest items for revision or rewriting. Please post to the blog your thoughts. Thanks
Kathleen

New Policies

Here are some policies that I've noted that might need to be added to our manual:
Employee Reassignment
Children's Safety in Library
Distribution of Community Internest Materials
Public Bulletin Boards
Borrowing Materials without a library card
Credit card use policy for both staff and public
Disposition of obsolete, surplus, salvage property
Fundraising events

Here we go

Hi everyone,
Here is our policies and procedures blog. Please add your material, make comments and discuss issues here. I'm hoping this will be a good workspace for us.