Admin Speak 101: Introduction to the Lingua Franca of Mangement

This program was presented by:

Jan Sanders, Director of Pasadena Public Library

Ryan Baker, Director of Irwindale Library (2,300 square ft)

Heather Cousins, Director of Semi Valley Public Library (LSSI)

Cathy Gould, Director of Palos Verdes Public Library (Special Districts)

(Guest speaker), Head of Facilities for Sacramento Public Library

*38 branches, Library has own IT & HR dept.; not dependent on city for those services

I thought this was a well rounded workshop as a representative from each type of library was there to answer questions and explain a little about how things operate in their particular circumstances.  For example a Director from a small city library like Irwindale (who knew Irwindale had a library?) has a Library Board who is also the City Council.  Sometimes the Council will adjourn to then become the Library Board and make a decision.  Directors from libraries such as those ran by LSSI have to answer to several people including LSSI administration, City Council and other stakeholders.  

At the beginning of the workshop Ryan Baker (the host) had each person on the panel talk a little about policy.  How it's made what circumstances might be involved.  They touched on how there are 2 types of Library Boards.  Those that are their to form policy and the other which is advisory.

It was also interesting to hear how cities like Palos Verdes who are a Special District have publicly elected board members who hire and fire the director, authorize the budget and can only discuss salary in public. Everything the board does has to happen in public and be voted on. For Palos Verdes the Boards role is policy and strategy and the Director's role is operational.

What I also liked about the workshop is the way they introduced administrative terms that you will need to know to be successful.  They played Jeopardy with buzzers and all. Can you guess who won?

All about the $: 

• PO for $100
• Requisition $200-document issued by library to notify finance
• Disposition of Surplus or Property Disposition
• RFP (Request for Proposal) - often the bid process that binds to lowest price however, but you can also make the request in a way that allows you to choose based on different criteria such as quality of product or service
• CPA or piggyback -cooperative purchasing agreement

Government grindstones

• Appropriation $300
• Resolution
• Consent Calendar-giving information, board can adopt calendar in 1 vote, anyone from board can pull an item to be questioned, public also has right to be question
• Robert’s Rules of Order (there are also other rules of order such as the one that governs CLA-Roberta's Rules of Order)
• Staff Report or Agenda Report - why decision or program should be supported

Personnnel and Potpouri

• Skelly Rights $200 - process by which the rights of an employee is protected. The employee has the right to a hearing (for serious levels of discipline/affects rights to pay)
• CIPA $400
• PIP (Performance Improvement Plan)- goals for improvement of person or agency
• PRA (Public Records Act)-public can ask and organization to provide public information and the organization must supply it; keep in mind record retention and how that may affect your ability to provide that information
• HIPA (Health Information Privacy Act)
• Weingarten Rights
• Form 700 or Statement of Economic Interest- includes golf, lunch, gifts, tickets to game, must be reported and filed

No library is an Island

• JPIA $300-(photo) special districts & local governments that pool risk and liability for insurance including legal.
• JPA (Joint Powers Agreement)
• RFA (Request for application)
• 501c3
• MOU

Legal Limbo Stick

• The Brown Act $100-decision making process has to be announced and must be presented & discussed in a certain way that is compliant. This also affects where to post the public notice and the public have a right to attend (note to self-do not post hearing at your home).
• RFI (Request for Information)
• Patron Confidentiality Law $500
• Sunshine Laws

If you do not know what any of these terms are or are unclear, you will need to know them if you ever venture into the realm of administration.