DEARBORN DEPARTMENT OF LIBRARIES

LIBRARY COMMISSION MEETING

October, 14, 2005

1. ATTENDANCE:

In attendance were: MRS. NANCY ZAKAR, Chairperson, MR. ROBERT TAUB, MR. RONALD WATTERS, MRS. DIANE PEPPER, Commissioners; DR. PATRICK COADY, Library Director, MS. TARA GNAU, MRS. JULIE SCHAEFER, Administrative Librarians. Excused: MR. MARCEL PULTORAK, Vice-Chairperson; DR. ALEX SHAMI, Secretary-Treasurer; MRS. SYLVIA PRESSMAN, MRS. CANDYCE ABBATT, MR. DAVID SCHLAFF, Commissioners.

2. APPROVAL OF MINUTES:

There was not a quorum of Library Commissioners present at the meeting so the minutes could not be approved.

3. INSIDER’S GUIDE TO THE LIBRARY COMMISSION:

The Commissioners discussed the Insiders Guide to the Library Commission document which was developed by Commissioner Abbatt in 2002.Mr. Watters asked how the document would be used. Dr. Coady reported that the document was to be used by the Library Commission and the Library Foundation and is posted to the library web page. When we were discussing what we wanted to tell the new foundation board members about the library we decided to update this document to put into their meeting binders. Maryanne Bartles and Pat worked on revising the document and Mrs. Bartles put the document into pamphlet form. Mrs. Pepper stated that she felt the sub headings under the library guiding statements pyramid where very informative and they are missing from this document. Mrs. Schaefer reported they would not fit in this document but they are on the online version which is posted on the web page. Mrs. Zakar asked if we planned to put this pamphlet version of the document out for the public. Dr. Coady reported that we do not plan to put it out for the public because we would need to send it to the printer and we do not have the printing budget for it now but we could add it to our next year’s budgeting. Mrs. Zakar suggested putting a one page version of the document out for public viewing.

4. LONGER TERM GOALS:

Dr. Coady stated that when they last discussed the longer term goals the Commissioners discussed developing the longer term goals as part of strategic planning. Dr. Coady’s conception of the longer term goals is as a tool for guiding Library Administration rather than as a part of the strategic planning role of the Commission. Dr. Coady feels the long term goals belong in the guiding statements pyramid. He asked for reaction from the Commissioners on the scope and verbiage of the statements. There was discussion relating what long term goals should represent. Mrs. Pepper asked what the time frame for meeting the longer term goals was. Dr. Coady stated that his conception of the goals is that they are on going and may never be completed. They are a contextual framework to guide the Administration. Mr. Taub stated he felt that what Dr. Coady was talking about is an objective relating to long term planning rather than long term goals. Mr. Watters stated that long term goals should have a time line. Mrs. Pepper felt that the long term goals were just a list without an action plan to support them. Dr. Coady stated we will have annual goals and we will goals related to strategic planning where we have an opportunity or threat we are reacting to. These longer term goals are those items which will be a consideration in all decision made by Administration. Mrs. Zakar stated that a goal is something you are focusing to achieve so maybe goal is the wrong term to use. Mrs. Zakar said that she understands what Dr. Coady is saying in that the statements provide structure for Administration. He feels that there are no standardized rules for these types of statements as they are for the Administrators alone. There was discussion relating to the terminology involved. Dr. Coady stated he will have to think about this. We may need to take the longer term goals out of the guiding statements pyramid after all.

5. DEPARMENTAL RULES UPDATE:

Dr. Coady explained that Mrs. Bartles worked on simplifying, condensing and rearranging the departmental rules. There was very little added to the rules. The Commission was given two documents relating to the changes at the last meeting. The last major revision was done in 2000. The current revisions have been through review by the Administrative panel as well as a couple of different supervisory reviews. The document has been put out to the library staff as well as reviewed by the Legal Department, Human Resources and the Mayor’s office. Dr. Coady stated that there were role statements in the document presented to the Commission that relate to what is expected of staff. We removed them from the departmental rules document because the City has adopted our communications standard and role statements. Once they become City wide policy they should be removed from the departmental rules. Mr. Watters asked if the library has a human resources person assigned to the library. Dr. Coady reported that we do. Mr. Watters asked if they would handle this type of document. Dr. Coady stated that in the City, Human Resources doesn’t handle those rules which relate specifically to the department. We have some work rules and conditions such as 38 hour work week and a large part time staff which do not apply to all departments. Mr. Watters stated it seems as if they would want to have more standardization across departments. Dr. Coady stated that the City is moving toward less autonomy between departments. Mrs. Pepper asked if there was an Internet policy in the departmental rules. Dr. Coady stated we will have an Internet policy document to present to the Commission at the next meeting which relates to what the public Internet. The City has a city wide Internet policy that addresses employees conduct.

As we do not have a quorum of Library Commissioners present at this meeting we will have to postpone voting on the revisions to the next Commission meeting.

7. FOUNDATION UPDATE:

Mrs. Zakar reported that letters have gone out to the new foundation board members regarding the first meeting of the library foundation which is scheduled for Thursday, Oct. 20, 2005 at 7pm. Dr. Coady stated he has received clarification from Finance regarding the foundation money which is in the City gift fund. These are the funds we received as donation that the Commission decided to set aside for the start up of the foundation. We will have to go through the City procurement process in order to use those funds. Any new money raised by the foundation directly will not have to be spent through the City.

8. ENVISONWARE UPDATE:

Dr. Coady stated that Maryanne Bartles was going to give an update but she was not able to attend the meeting. We will postpone this until the November meeting. Mrs. Zakar asked Dr. Coady to give Mrs. Pepper a brief synopsis of Envisonware so she would have some understanding. Dr. Coady explained we used to have a copy card system with an outside vendor that we paid to maintain our network printing and copiers. On the network printing side we have a new database that controls the Internet and printing. Last summer we had people waiting to use the Internet. This system will eliminate this by controlling how much time is allotted to users. Internet users now have to purchase an Internet user card if they do not have or qualify for a library card. This card costs $1. They also have the option of purchasing a day pass for $1. With this new system we will not have to keep adding public Internet stations. On the public copier side we were paying the vendor around $15,000 per year. We will now purchase the copiers through the City and we will maintain them ourselves.

9. NEW BUSINESS:

The Commissioners were reminded that the next meeting will be held on Friday, November 4, 2005.

The meeting was adjourned at 5:20PM.