Childrens Services Minutes - January 13, 2016

Welcome & Introductions

Everyone introduced themselves & welcomed new Belle Isle Library Manager – Ashley Welke

REPORTS

Launchpads:

Material Selector - Melissa Weathers joined the Children Programmer’s meeting to discuss the new Playaways Launchpad. She asked how the Launchpads were being received at their libraries and if there were any questions they may have. Most programmers stated the Launchpad was a great new item, but fiction is being used more than non-fiction. Melissa gave instructions on how to clean the Launchpad screen, which was to use a microfiber cloth for cleaning fingerprints. If desired, one may use a small, damp sanitizing wipe to clean the orange device bumper. Melissa made aware if anyone is missing chargers, please contact Heidi Johnson by email in Tech Processing. She asked programmers and for other staff members to store Launchpads in secure places for members to access them. She suggest library staff put item numbers on each Launchpad for tracking purposes. The average replacement cost is $100 to $140.

Age Groups & Available # of Titles in each:

EASYS - Ages 3-5 (72) & Ages 5-7 (63)

TWEEN - Ages 8-10 (24) & Ages 10-older (8)

Melissa asked which libraries are checking out Playaways View?

• Edmond – A few are being used at the Edmond Library.

   

  Report from Executive Director - Tim Rogers:

  Meetings are being held with Orange Boy Marketing to discuss our library’s Strategic Plan. During the meeting they discussed and identified population trends, demographics, etc. and broke it all down into quadrants. Tim stated there are three strategies that were identified during their meeting; 1) Focus on experiences, not services. Create experiences people will be engaged in to help their use for the library. 2) Creating relevant learning environments. More closely aligned with our member’s wants. Tim stated the East Region have few places to sit down. For example, even if a member have their own device they may not have a place to use it comfortably. He stated we need more space for members in our libraries to get things done. 3) Last, leverage customer relationships. Ensure we’re a part of a person’s whole life. Tim stated library staff should be willing to ask member’s if they need assistance by using surveys and through one on one conversations. Based on the demographics and quadrants there will be certain things they will focus on.

• One goal is to have managers work with their staff to find local area goals which will then be inputted into the overall need.

• Tim reported there’s currently a 24% Market Penetration and only 24% of Oklahoma County residents have active library cards. They’re hopes are to see an increase to 37%. According to data 65% of card holders would recommend the library to family and friends.

• Another goal is to increase youth material circulation in high risk areas.

Tim stated everything must be scored based on 5 metrics. If they do not fit into the metrics or won’t make an impact in our communities they will focus on other issues. There will be much more information to come on this matter.

Tim asked if anyone had questions:

• Edmond – Asked were there any conversation concerning professional development? She stated she would love to see development opportunities maybe once a quarter and collaboration within our library system. Tim replied he feels it’s a great question and likes the idea. He stated the Planning Department will love to put something together for staff, but they will need to know exactly what staff wants and needs. He stated “Ask Tim” is a public forum if anyone has questions.

  Kristin stated she’s been working with Adrianne Butler (ODL) and several Youth Services librarians across the state to write a grant that would bring Saroj Ghoting (Every Child Ready to Read) and Betsy Diament-Cohen (Mother Goose on the Loose) to present a series of free trainings, one in the fall and one in the spring. Once all of the details are worked out library staff will have the opportunity to attend.

  Program Planning Forms:

  Emily gave ways to become more organized while planning. Make a timeline by the year in your outlook calendar, include deadlines, and take notes during meetings with presenters / programmers. Always set deadline reminders for yourself and make it a habit to check it often.

LaVetta asked how many use PPC (Program Planning Checklist) on the intranet.

Edmond has been using it for a while. Annie Emmons stated she will send a training sheet to Outreach to distribute to anyone who made need it. LaVetta encourage everyone to log onto the intranet and navigate through to find more about PPC and begin using it.

Performing Artist Database:

LaVetta and Shren are in the process of designing a new form to match the online application for performers to fill out. LaVetta recently added a check box for W9 and Affidavit information. The online database has been updated to show “Affidavit Expiration” instead of the previous wording “Profile Expiration”. Shren is collecting information from performers to get the database more current. LaVetta is also working with Kellie Delaney to develop a pending message to show up in the database until paperwork is received. One received an updated message will be emailed to the requesting library staff member stating the performer is ready to be hired. This will help with our communication and feedback with one another.

Kelley Riha reported to include all members on paperwork that are within a group of performers, therefore, all members can have a background check on them and not just the lead performer.

Mileage - If a performer wants their mileage paid it should be included as part of their total fee. They can calculate it themselves. Only library employees are reimbursed for mileage.

Late Charges – We do not pay late charges. Communicate with your performer that late payments aren’t guaranteed. Performers will not be paid until after their performance date.

No Shows – The Business Office must be notified immediately if a performer does not show up for their performance. A performer must let you know ahead of time if they need to cancel or reschedule. Always contact the Business Office if this comes up.

• Kristin reported to also let herself and the Business Office know when presenters do not show up for 1-2-3 Play with Me. She stated that a few of them are volunteers, a little more than half are paid.

  Information & Deadline:

• There will be presenter showcases at all the meetings.

• < > – Publish programs by the 20^th of each month. Make sure you submit your Marketing Request at least thirty days before you want to start promoting your program. Keep in mind the earlier the MAC Request submission the better. Be sure to double check the date, time, and phone numbers on all flyers once received and on SignUp.
  

  Always make copies of your paperwork before turning it into the Business Office.

• Let Kristin know if you are not on the Children’s Services email list. She will add those who should be on the list.

   

Summer Reading / Beanstack:

LaVetta stated the new software system is more modern, intuitive, user friendly, and it looks nice. It has a badge system for goal completions. She reported the next thing to get completed are the bookmarks, which need a few changes. The plan is to get them printed and sent to libraries.

Kristin – Books are in increments of 25. There will be sets of book choices; Easy Set 1 & Easy set 2. You will have the option to select books that are more popular. Kristin expects to receive books next week.

Read it Forward – This year Adult readers will have the option of choosing an incentive; book (children’s books included in option) or they can Read it Forward.

LaVetta added staff will have the opportunity to train on Beanstack until April 2016.

Summer Volunteers – Heidi Port:

Heidi said DVS has been focusing on experiences, developing volunteers’ skills, and making the library their third space.

1^st space – Home

2^nd space – Work or school

3^rd space – Your “Choice”

There are many ways to create this experience. 1) Encourage them, and their behaviors. 2) Creating a relevant learning environment. 3) Make programs tailored to use volunteers for their valuable help. 4) Access “Library Career Overview”.

- Heidi read the Summer Volunteer Timeline which ends August 2, 2016.

- Heidi passed out Book Sale volunteer information to programmers.

- Rondia Banks suggested instead of calling volunteers “Side-Kicks” this year. We should call them referees, or trainers, something related to our theme. Heidi agreed and loved the idea.

Marketing:

Jennifer Jones stated MAC receives about 51 - 75 project requests a month. They ask that staff members give at least 30 days for MAC Requests, plus two (preferably three) weeks to display the publicity. Make a note for yourself to remember to do a MAC Request in advance. If you missed a deadline and there’s a previous template. MAC can use an old template and change wording within 10 days. Use templates in the MAC Gallery to receive quicker MAC request. Jennifer stated it’s easier to do other sizes than 8 x 10. Instead try printing 11X17 in color on your library printers.

• Jennifer and Kim gave instructions on how to use the Metropolitan Library logo correctly. Remember to always use the library logo while doing your own template.

• Don’t forget URL and “Metropolitan Library System presents” on all materials.

• Marketing supplies need to come from Marketing.

• When you turn in your Program Planning Checklist an ID code will be sent. Use project code for all submissions so they can match up.

• Jennifer reported they are in need of more book reviews and asked if any topic in non-fiction is great.

Meeting adjourned @ 3:40 pm

Presenter Showcase Begins