Leadership Team Minutes - May 16, 2018

Discussion of new method for reporting in Leadership Team

Each division will report on activities from their areas of interest that may require action or collaboration. The Senior Management Group will also report on its activities and Commission notes.

Senior Management Group Update

SMG will meet this afternoon to discuss contracts, the performance development system and training, and next steps for budget. 

Commission Update

The Commission is scheduled to meet tomorrow and consider taking action on employee benefits and the performance development system.

Kay is providing the Executive Committee with a calendar of recurring topics for planning purposes.

Action item: Between now and June 15, LT will create a library calendar for upcoming topics and actions.

Finance and Business Division

John Rahhal discussed Intacct tips and tricks that Jeffery presented to managers and responded to questions. The documents are posted on the intranet for easy access by all staff who need them.

IT Division

Department staff are working with Collection Development and TLC to implement electronic ordering with additional vendors. We will go live with Ingram shortly.

IT staff are going to the libraries to transfer everyone to individual logins to Windows and encouraging people to save files to OneDrive. They are meeting with each group three times to explain the process and software and to provide training on functionality. Departments and staff will need to start transferring their files to individual OneDrive accounts or their department/library’s SharePoint. Photos are occupying a lot of space and need to be culled as much as possible.

Organizational Development Division

• Human Resources has 29 open positions in various stages of the hiring process. 
• The new Fleet Safety Drug and Alcohol policy will begin July 1. Elizabeth will work with the fleet drivers on implementation. 
• Salary and benefits information will soon be updated for the FY 2019 budget. 
• Summer Reading training ended on May 15, and most staff have completed the training. Notification will be sent to those who haven’t and their managers.
• Safety training is due at end of June.
• Additional training is planned and coming: Performance development training (10 sessions are scheduled for supervisors to attend) and collection training (first module presented to managers with further training on pause until fall).
• Executive Director search: The Search Committee is on track to start screening applicants in mid-July, followed by phone and in-person interviews in July and August. September 6 is the tentative date for final interviews.

Operations Division

Security

• SEC is continuing to implement incident reporting software. Should be ready to train and launch by the end of the Summer Reading program.
• OCPD Police Sgt. Perry Wilson, a former Security guard for Metro, passed away recently.

Marketing

• Working on advertising for Summer Reading. The schedule will be out soon.
• Filmed infomercial about Metro behind-the-scenes – looking forward to seeing first cut.
• Two commercials for SRP were posted on the Intranet for votes on which to use. The animated version is winning, but the live video will be used as free PSAs as well.

Maintenance

• The bike rack at RE has been powder coated and looks great.
• Metro will have a couple vehicles in the Del City parade. Spoticus will ride with Curtiss.
• Having a few issues with landscape company at NW; should be resolved soon.
• Russell continues to work on the HVAC at Edmond to keep it going until it is replaced in a few months.

Planning

• Jennifer downloaded Tableau to start building a dashboard to replace OrangeBoy. She has met with most of the department heads to discuss data needs. She will be working on the priorities noted by the Organizational Performance group and expanding from there.
• Vicki is working on Omnigo (the incident reporting software) and supporting the coordination of the Summer Reading program. She is still wrapping up some pilot project evaluations and will report on that at the next LT meeting.
• Capital projects
  • Bethany is meeting this morning to discuss schedule. Tentative opening date remains late December or early January.
  • Belle Isle – Kay and Anthony met with the city to review the project agreement. 
  • Belle Isle and Del City project scopes will be on the July agenda for the Long Range Planning committee meeting.
  • Del City – we will be following up with them about a project agreement shortly.
  • Finalizing remaining furniture orders for the fiscal year so everything will be here by the end of June.

Administration

• On Friday, Steve, Morgan, and Anthony will review the Belle Isle proposal and form a committee to discuss before presenting it to the Commission’s Long Range Planning committee.
• At Southern Oaks, we are working with the City-County Health department to address the scheduled date for pulling up the parking lot and working on signage issues.
• Café search is still ongoing.
• Visitor sign-in process at Downtown is in week three and going well. Just a note that volunteers do not need to sign in with security; they do need to have badges. 
• Service Center will be next for security improvements. A meeting for that will be planned soon.

Public Services Division

Administration

• Public Services is very busy with performance development training and implementation.
• Access Manager meeting yesterday was routine business except for a recommendation to enable holds on magazines. In addition, Morgan Jones and Jennifer Livingstone presented an overview of their data projects and Janet Brooks discussed collection management training.
• Interviews for a new Regional Director will be early in June.

Libraries and Departments

• The Edmond library manager is on leave. Kiley Ingram is the primary contact for Edmond while Julie serves as interim manager.
• The planters at Choctaw were converted into a butterfly station and look much improved.
• A debrief of the changes in tax help this year was held by the library managers at their last meeting. MLS entered into an agreement with AARP for a final year of hosting tax help in our libraries. This year, only two library locations hosted tax help. Jessica Gonzales served as coordinator and communicator to provide information to library staff throughout the tax season. Providing information rather than library space proved to be a better way for us to partner, and we will use this as a model for similar partnerships going forward.
• Melody attended the ReadOKC launch with LaVetta, Jessica, and Spoticus. ReadOKC resources will be made available to library staff in a similar manner to how the tax information was handled.
• Summer Reading program preparation is in high gear. Having a Summer Reading Committee and project support from Planning has been invaluable.
• Google Project – The Chromebooks are here; planning for implementation will resume. Hotspots to be purchased closer to implementation.
• Makerspace best practices has been on a bit of a hold. Activity will be picking up again.

Collections

• We are spending money and preparing for the end of fiscal year.