Leadership Team Minutes - July 11, 2018

DED of Operations Update: Marketing, Maintenance, Planning & Assessment, Security

There was a presentation by Marketing about a new marketing email campaign being piloted to engage with new cardholders. The goal is to better communicate and educate the public about Library amenities and services.

The Long-Range Planning Committee was meeting on July 11^th, 2018. The meeting agenda focused on capital projects and the long-range plan. Planning has worked with Engagement & Program Services to develop a staff survey to solicit feedback about program-based community outcomes. 

Security has been making rounds at Libraries with 3^rd party security services to provide training to new security officers about security protocols and procedures. The public elevators to the 4^th floor at the Downtown Library are being turned off when there are no public events scheduled. Staff has access to the 4^th floor at any time via the freight elevator.

Facilities Maintenance is working with Public Services and the City of Edmond to address challenges associated with the planned Edmond HVAC Upgrade in the Fall of 2018. The goal is to get the City to solicit add alternate bids for a phased upgrade project to reduce the impact on Library operations as much as possible.

There is a meeting with Price Edwards & Company on July 12^th to get an update on the tenant/operator search for the Downtown Library Café.

The parking lot at Southern Oaks will be partially closed starting July 13^th to allow for the expansion of the Library parking lot where we will be gain at least 20 additional parking spaces due to the Oklahoma City-County Health Department Complex under construction.

DED Finance & Business Update: Business Office, Development & Volunteer Services

Heidi Port in development has been visiting libraries to check-in with volunteers on how volunteer activities are working during Summer Reading.  Development is working on a draft/update for the Gift Acceptance Policy. 

Development is in the process of putting together the funding request from the Friends of the Library for FY19 to include needs for summer reading, community outreach books, scholarships, staff development day, and departmental/library appreciation funds.

The business office has loaded the budget into Intaact for FY19. We are in preparation for the annual external audit scheduled to begin in the next few weeks/months. 

DED Technology Update: Information Technology

IT is working on wrapping up the computer replacement cycle project which is the biggest project in IT on a year to year basis. This is the first year that Microsoft Windows 10 will be on Public computers. IT generally runs system updates one version behind to ensure all the known issues are worked through before being pushed out to end users.

Director of Human Resources Update: Human Resources, Learning & Development  

There was a presentation by Milissa Copeland on Lynda.com being added for staff training/development in Edubrite in August 2018. Lynda.com will enable supervisors and staff to receive customizable learning and development plans. Lynda.com is currently available to Library customers. There was a handout on the benefits of Lynda.com. There will be a 20-minute online training made available for supervisors on ways to assistant staff with meeting performance development goals using Lynda.com.

Human Resources met with Public Services to develop recommendations to streamline the hiring process to reduce the amount of time it takes to fill open positions. The interview process of Access I’s and II’s has been revisited since these are positions that come open frequently and there was a desire for a more efficient and consistent interview process.

The Executive Director Search committee is set to meet on July 17, 2018, to perform the first review/round of applicants for the Executive Director’s position.

The staff day venue has been selected for the October 8, 2018 staff day to be held at the Embassy Suites Downtown Medical Center.

The benefits enrollment process for FY19 has wrapped up and the new Preferred Provider Network (PPO) is in place.

DED of Public Services Update: Central Information Services, Collection Development, Engagement & Program Services, Libraries and Outreach, Access

There are now four regional directors in place. The Public Services Leadership Team has been formed and is meeting regularly which includes the Deputy Executive Director of Public Services, Regional Directors, and the Director of Collection Anywhere.

Public Services is working with the Planning Department to move all Regional Directors not currently located in an area next to the assigned department(s) overseen.

Chris Kenney has oversight of Central Information Services (CIS) as a Department, LaVetta Dent has oversight of Outreach, Melody Kellogg has oversight over Engagement and Program Services, and Risa Sargent is still overseeing access until a new Manager of Access is hired.

CIS is now taking 65% of all calls from the Libraries. CIS is working is fill an open position and seeking substitutes to fill in for CIS staff when additional help is needed.

Collection Development is working on planning for allocations for FY19. Collection Development has been evaluating Launch Pads and working on a plan to deal with a shortage of Westerns in the Collection.

Outreach has made available a calendar on the intranet so that staff can have visibility into community/outreach events planned.

There is a new Access Manager II at Belle Isle and a New Library Manager at the Village Library. The Capitol Hill Library Manager Position is now open.

Interim ED: Metropolitan Library Commission, Administration & Senior Management Group

The Senior Management Group met to discuss topics for the Executive Committee Meeting held on July 9^th. 

During the final budget approval process, we will need to add funds to the Executive Director’s Office for community events as there are no funds currently budgeted to the department for such expenditures.

There was a discussion about the need to evaluate/revisit the staff recognition/funds granting process. We will re-engage the CARS committee to debrief/review FY18 and discuss ways to move forward/next steps.

The maker space naming survey/poll has closed. The winning name is MLS Studios (Making, Learning, Sharing). The first maker space is still planned for the new Bethany Library. Next steps include working on specifications for the equipment/materials for the maker space. Funds were made available in the FY19 budget for the maker space equipment and materials.

The Meeting ended around 10:30 AM

The Next Meeting is August 11, 2018, at 9:15 AM in the Lee Brawner Conference Room