Public Services Managers Minutes - January 12, 2021

Welcome & Introductions

Mark Schuster introduced Security Manager, Chris Basler.

Security Reminders - Chris Basler

Chris shared several reminders as we enter into Inauguration week:

• Be aware of any groups forming in or around the library. They can start small and form quickly.
• Remind staff that they can park together and leave together. They can also ask security to escort them to their vehicles.
• Report anything suspicious.
• Some locations will have temporary locations leading up to the Inauguration such as locking doors. More information will be forthcoming.

Chris shared that the new year is a good time to review Active Shooter Plans, Weather Response Plans, Fire and Evacuation Routes. Chris can also assist with any drills at library locations.

FRBR Demo – Pauline – FRBR catalog (Functional Requirements for Bibliographic Records)

Pauline shared the FRBR demo. The FRBR catalog will make it easier for customers to search for materials. The FRBR test catalog is now available and anyone with the link can use it. If any mistakes are found, please report the mistake to Cataloging to be fixed. A plan is currently being developed to rollout FRBR to customers. Ideally, FRBR would go live with the next CarlX update. The test system should be updated sometime before the end of January and the test link will then be shared with all staff.

PITS – Erin

Erin shared a general PITS reminder that Nita does not have access to CarlX. When adding customers to PITS incidents, please ensure library card numbers and addresses are added for customers so that all of the fields are completely filled out. If a customer has an Internet Access Only card, you can enter N/A for the address. Anyone can edit the user profile in PITS.

Virtual Workshop Expectations

• Use Audio and Video the entire time
• Check with staff who are scheduled for workshops. Make sure they are using the webcams that were sent.
• When in meetings for Public Services have both camera and audio on.
• If someone is scheduled to telework for a meeting they must have the ability to use video and audio while they telework.

MeeScan

• Website and social media promotions for MeeScan will begin on Tuesday, January 19^th
• Locations may start receiving more MeeScan requests from customers through the app
• Please remember to turn on and off the MeeScan dashboard every day when curbside ends

Future PS Manager Professional Development Meetings

The following topics were shared as ideas to discuss at future PSM PD meetings:

• Discussing with other managers – how Library Managers use Edubrite, Intacct, etc. Conversations with other managers about tools we use on a daily basis.
• Discuss Core Values – how do we talk about them with staff/bring them to life
• Crisis Intervention Training – how to help staff to deescalate situations
• PD process – What's a meets, needs improvement, what are the differences?
• Developing management skills
• Type of culture that we want to nurture in the library system
• LEAP Objectives
• More information on how each of the branches are different
• Guest speakers from different departments that could tell us what we could do that would help them

Customer Service Training

Learning & Development sent an email to XChange for an XChange Customer Service Training. There are 5 dates and times available, please sign up for one session in Edubrite. The Customer Service Trainings will help to develop a customer service training for the entire library system.

COVID Vaccination Forms

If a customer asks for a vaccination form to get their COVID vaccination, please treat it as you would a copy of a license for voting and give it to them for free. Ensure you are printing the correct vaccination form as different locations have different vaccination forms. Printed COVID test results are not free.

Location Sharing

• DC – Currently planning move and grand opening. Moving last week of February/1^st week of March. Staff are excited. Grand opening will be virtual. City has requested that they do an invitation only ribbon cutting on March 5^th. Library Managers could visit later in the day on Friday, March 5^th if you want to see the building.
• MC - Thanked everyone for helping at Midwest City. Everything looked great and was easy for staff to jump back in. Staff are excited to be back.
• SO - Windows have been installed twice. Officially back open. One last punch list to run through with the city.
• WA – Hired Teen Librarian. Need another part-time Engagement person.
• CIS – Shared document of 2020 numbers.  CIS had 125,000 customer interactions, 103,000 phone calls, 11,200 emails, 9400 instant messages, 1300 texts, and 1100 social media interactions in 2020.

Department Reports:

Access -  Access Manager meeting on Tuesday, January 19^th. Everyone in Region R should attend. Has continued to receive great feedback on shelving training. If you have feedback, please fill out the Survey Monkey for shelving training. Any suggestions will be evaluated to see if any changes need to be made. Shelving training timeline has been extended. The deadline for all public services will be March 21^st.

CarlX test system will be updated soon. Features will include damage items processing built into the return function in CarlX and CarlConnect. Will automatically check in as damaged and prevent material from being checked in/triggering any holds. Will also put the customer back in the que. Will also be able to batch update found and not found lists. Childrens fines have almost all been removed. If Childrens fines are found, please cancel for customers. Childrens items that are damaged and are changed to backroom status to check them in will accrue fines with the BKR location code. Please check for fines and clear them if this is the case.

Public Services –  Larry will be scheduling visits at library locations to visit with Library Managers in the next few weeks to tour the building and get feedback about current issues, facilities, and public services. Chris Kennedy and the Regional Director for the location will be attending as well.