Leadership Team Minutes - August 01, 2018

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

The Planning Department would like each department/division to provide a list of all major projects planned for FY19. The document should show what activities are planned for the year and how they tie into the strategic plan. The goal will be to provide an update to the Long-Range Planning Committee in the future that provides an overview of what activities are planned for the year and how these activities reflect in our annual budget for FY19. The Planning Department will provide a template to document this information and would like this turned in before the end of August 2018.

Marketing has a draft of the new infomercial that was filmed a few months ago to highlight Library programs, services, and amenities. The infomercial is being reviewed and edits will be made before the infomercial is shared with a broader audience.

Security is working with Public Services and IT on the configuration of the new unusual incident reporting software (Omnigo).

There will be a meeting with the City of Edmond on August 8^th to discuss next steps/planning for the Edmond Library HVAC upgrade. The initial timeline that included going out to bid in July 2018 and City Council Approval in August 2018 is on hold.

We will be working on setting up a meeting with the City of Del City before the end of September to discuss next steps/planning for a new Del City Library. There is not currently a project agreement in place, but we will be working with the City to get a document based on the board actions taken in July 2018.

The solicitation for interested architects went out in July 2018 for the Belle Isle project.  The letters of interest are due to the City of Oklahoma City on August 1, 2018. Over the next few months there will be a process to interview interested architects and then a recommendation will be made. Library administration will be involved in the selection process.

Facilities Maintenance will be working with Public Services to get clarity on the protocols for dealing with bed bugs in the Libraries.  Facilities Maintenance has a process to decontaminate book bins on a routine/periodic schedule.

There is a meeting with Price Edwards & Company on August 1^st to get information on a Letter of Interest from a potential operator for the Downtown Library Cafe that was recently received.  

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

Development distributed a listing of Commission special funds.  Development is seeking feedback to clean up the fund listing to ensure the list of personnel responsible or the funds are accurately reflected. Development would like feedback by August 3^rd to ensure the list is accurate. The fund owner will be setup as the requester in Intacct for the designated fund.  The goal is to make the special fund grants a part of our regular budget process. If the funds are specific to a location and the funds will go on in perpetuity, then the regional director will be the approver for the fund.

The Business Office created new dashboards in Intacct to help managers and departments keep track of expenses in a more user-friendly manner.

Development is working internally on the revision of the MLS Gift Policy.  Development is also working with the Library Endowment Trust to ensure their gift policy is in alignment with the MLS Gift Policy.

The financial statement audit for FY18 is in progress. The Business Office received the final budget numbers this week and hope to have the budget finalized as an agenda item for the August Commission meeting.

DED Technology Update: Information Technology

IT is working on having a second back up device for storage for Library data so there is more of a disaster recovery plan in place for IT Operations.

IT is working with Tech Logic on the Media Surfers that are at four libraries because of the increased number of service tickets on the devices. It is working on getting an account set up with Apple Inc. to get some of the iPads repaired or replaced as needed.

A second self-check-out machine was recently added at the Midwest City Library.  An express computer is being added at the Midwest City Library that has a 15-minute limit so that Library customers can have quicker access for checking e-mail or short-term Internet searches.

Dir of Human Resources Update: Human Resources, Learning & Development –

Lynda.com is currently available to Library customers. All 6,800 Lynda.com courses have been integrated into Edubrite for employee access.  The IT Department has helped activate/integrate a single sign-on process so that staff can easily access Lynda.com training materials.

Access training is now open to all staff and will begin in December 2018.

There are 45 sessions that have been scheduled for Collection Management to start in October 2018.  Collection Management III will be for managers and supervisors only.

The new Library Market Calendar/Meeting Room Reservation software will launch in the late fall 2018. Staff training is being planned for the software in November 2018. The goal is to go live with the new software in December 2018.  

The Embassy Suites Downtown Medical Center Hotel has been selected for the staff day venue on October 8, 2018. There will be two keynote speakers and several break-out sessions for staff members.

The next Xchange meeting is August 14, 2018.  There will be two sessions and the sessions will be recorded for staff not able to attend so the training can be viewed in Edubrite.

There will be a makeup session for supervisors on August 29^th at the Belle Isle Library for the 7-hour workshop for supervisors on the new performance development process.

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

Public Services brought attention to the document on the Intranet that provides the protocol for how libraries deal with bed bugs.

Public Services is continuing to work with Human Resources to update job position descriptions as various positions come open.

Central Information Services (CIS) is now taking 65% of all calls from the Libraries. CIS recently filled an open position. CIS is still seeking substitutes from Public Services to fill in for CIS staff when additional help is needed.

The Summer Reading program ended on July 31^st. The participation rate was over a 20% increase from last year.

A new Library Manager is starting at the Belle Isle Library on August 13^th. Chris Stoffel is serving as acting Library Manager at the Capitol Hill Library.

Access Managers are working with Collection Anywhere to finish cleaning out magazine records to move forward a process where archived magazines can be circulated as part of the Collection.

Workgroups are being formed in the EPS Department to start looking at the programming for the community outcomes more in-depth.

EPS is soliciting input on the best practices document in draft form for the maker space at the Bethany Library and the standards that will be in place for future maker spaces at other libraries. MLS Studios is the name selected for MLS maker spaces.

EPS has prepared a document to request project proposals from the Libraries for the Google device lending and training grant received in 2017. Libraries are being asked to come up with ideas and submit them by August 15^th, so the proposals can be reviewed. Each library will be asked to only submit one proposal per Library and the Community Libraries will be treated as one library. This must be in process by September 22, 2018.

LaVetta and Risa are working on a new library manager onboarding checklist.

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 Interim Executive Director is working to visit all the Libraries over the past few weeks and over the next few weeks.

The Skype interviews for the semi-finalist for the new executive director were conducted on July 30^th. The committee decided to invite two of the semi-finalists in for on-site interviews.  The names of the candidates will not be released until the selection committee confirms they are interested in moving forward in the process.

The Interim Executive Director is currently reviewing the project agreement for the Belle Isle Library before it is sent to the Commission’s legal counsel for review.

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 meeting ended around 11:00 AM

The next meeting is September 5, 2018 at 9:15 AM in the Lee Brawner Conference Room.