Incentives to Read Minutes - November 10, 2015

Summer Reading Overview

Training:

- Stacy reported MLS staff had to review scenarios and take assessments after each one. He thinks it’s important to have assessments and making sure that staff knows all the important components. He wonder if we need to try face to face training in the libraries.

- This year (2015), Kristin, Emily and Heidi visited some libraries to discuss Summer Reading changes and updates.

- Kay reported everyone will not need face to face training. All in attendance agreed, there should be different types of training for those who work with the public and those who do not.

- Kellie stated we will need our new software by March 2016 at the latest for training purposes. Training will begin April through May 2016.

- Kay stated software (Beanstack) has been selected for next year, but has not been purchased at the moment. The new software is capable of being used year round. LaVetta stated the plan is to use the all year feature and be ready to add in other reading programs in 2017.

- Heidi said when completing the scenarios during training this year, it was easy to return to the previous page. She stated that the frequent emails really helped as well. (Heidi, we are not exactly sure what this is about, can you clarify?)

- LaVetta suggested that next year the scenarios are sent out first then the assessment should follow. Stacy indicated he would clarify when sending them out for next year (2016).

- Heather is working to send letters to donors and start collecting donations. She is still trying to understand all the information and develop best practices for getting resources needed for Summer Reading. (Heather, let me know if this accurately represents what you were saying at this meeting.)

Software:

- Kellie stated the functionality of Beanstack will be similar to what we’ve had previously, but the look will be different. Since Beanstack will be used year round, starting in 2017, there will be less customers needing to register, one account will keep track of all information and carryover from year to year. There will be no pre-registration because it’ll be ongoing tracking for our members. This will eliminate one member having multiple accounts, instead one account will keep all of their records. Kellie stated the new software company is building the program functionality the way we desire it to be.

- LaVetta spoke with the software programmer about our library needs. They are building custom functionality and should be finished in December, with the addition of a group option. Games will be featured on the new software, badges will be given, it will be more appealing to the eye, and easier to manage.

- Stacy asked if there will be a practice database with the new software. Kellie answered saying it will be similar to our old software.

Goals:

- Kay do not want to change rules related to Summer Reading, just make a few updates. The ITR Committee will work on the details.

- Outreach plans to purchase medals, trophies, standups for photo opts and other sports related items. She would like to find contacts for OKC Thunder, OU players, and other local sports teams that will be out of season to visit our libraries during Summer Reading for photo opts.

- The Celebration Station will return at all libraries. (Heidi, was there more that needed to be explained about this?)

- J-Fiction will be in a separate level next year, not combined with Tween or Young Adult.

- Heidi reported volunteers who received face to face training this year seemed to understand their roles better. She said the same for volunteers who were actively mentored by library employees. In 2016, Heidi plans to add a library career overview for program volunteers to do internal job shadowing. This process will make their experience broader than just being behind the “Celebration Station”. Heidi stated the Northwest Library had a side kick volunteer program that went very well this year.

- Kay added the goal for library volunteers is not for them to help us, but for us to help them.

- LaVetta stated we’ll use the current Strategic Plan for next year’s Summer Reading, the new Strategic Plan go into effect mid-2016. (However, we have since merged what we know about SOaP into the Summer Reading goals.)

-LaVetta reported she will speak with Anne Fisher about purchasing the new software now, so we can begin the process.

Incentives and Read it forward – When readers complete their 1^st level, they’ll receive a book for the first incentive and the 2^nd level they’ll receive two books. This will be the same for adult readers, except they will have different incentives. We will try to have the most desirable item as the second goal incentive. We will expand the options so that adults have the option to choose a child’s book to add to the RIF or to give to a child they know or choose an adult incentive. One or the other, but not both, can be selected at either goal 1 or 2. All participants can choose a book to RIF at any goal leave, but after the 2^nd goal, RIF is the only option. All libraries will receive their supply of incentive books in boxes, which will then be kept and used to box up RIF books in numbers of 25 per box, for display on public floor. Outreach will supply large sticker labels to use on the outside of the box when filled with 25 books and sealed.

Meeting adjourned: 2:17 pm