Leadership Team Minutes - June 05, 2019

9:15

Learning & Development Update

• Discussed staff day theme for 2019. Milissa presented ideas for a staff day theme. Leadership team consensus was “building together for tomorrow”. We want to emphasize the importance of working together as a team and this is relevant in all departments whether public services or support departments.

• Sharon Riley is the new development coordinator. She is a prior library staff member at the Bethany Library. She will be facilitating with NEO, edubrite, and helping with staff day.

9:20

Printed Overdue Notices

• This would help reduce our postage and printing costs. Postage continues to increase. We send about 500 notices a day currently.
• Currently, we do 14 days. The first time a material is overdue they are not going to get that notice.
• About 50% of the notices go out a second time.
• Going forward customers will only get the notice at 30 days. We will have to work with TLC to make the system change for the frequency of notices. Our goal is to roll this out on September 1, 2019. Talking points will be developed for staff to help educate customers about why we are changing the frequency of the notice.
• Wait for 30 days to send out notice, the materials will always be past due once they get their notice, Send bill/print notice when item is overdue 60 days because this is when it impacts the customer’s account. We want to move in the direction of encouraging staff to get customers to sign up for email to receive library communications.
• We can’t just sign up for text messages because we cannot confirm that they received it. Lots of issues with people changing carriers and if we don’t have the cell phone carrier then we can’t communicate via text with the customer.

Update on Computer Access for Banned Customers

• Currently we do not keep anyone off of the computers. IT will explore how to restrict access to computers for customers on a system-wide ban due to a ROCV issue.

9:45

Core Values Progress

• Julie presented a draft of revisions to our core values. This is not a final draft but a work in progress. She solicited feedback from leadership team on how to clarify the values so they are something everyone can apply and understand. Additional feedback is being solicited for the current draft and at some point in the future we will take our recommendations for changes to the commission for consideration as this is a commission policy.

10:00

Business Office & Development Update

• Preliminary budget for FY20 in place, meets with finance committee this week. End of FY19 deadlines and timelines for purchasing have been sent out. Mileage and RTP needs to be turned in very early July 2019 so the business office can close the accounting books.
• Staff appreciation funds have to be used by June 30th.

Human Resources & Learning & Development Update

• Open enrollment is in progress. Forms need to be submitted by June 17th. Several interviews completed last week of May 2019. The next NEO will be large with anticipated new hires.
• 2nd quarter safety training due June 30th. Milssia will send a compliance report to everyone on Leadership team.
• FMLA training from Macfee and Taft will be rolled out on July 1 and due July 31. Will take staff up to 15 minutes to complete and managers/supervisors up to 30 minutes to complete.

IT Update

• Ralph Ellison computers are back up and working. Del city planning in progress. E-rate application for next year in progress. This year IT will perform a test for IT to provide date about our internet speed connection at each library.

Operations Update

• Ralph Ellison carpet update
• Belle Isle update - search timeline
• Del city planning/design
• Bethany delay - timeline
• Edmond HVAC issue
• Long range plan updated, long-range planning committee to update plan and look at service area, customer density/population map, developing/baby steps needs of system, standard, a way to rank/priority projects.
• Sent information to ADG/Library consultant
• Jennifer is having periodic meetings with representation from public services and support departments on data needs, working to visualize more data sets to help leaders/decision makers.
• Systemwide project management framework needed/Sendak exhibit.

Security Update

• Customer arson attempt at Edmond library.

Marketing Update

• Finalizing marketing plans for Sendak exhibit, building/post wraps, and flags on street lights around downtown.
• Let your libraries know about Kendra Horn visiting library. She is meeting and talking with the public and using some of our locations. Requested to let library’s know when they are coming so they can be prepared. Pioneer library are promoting these visits by the congresswoman but we are not.

Public Services Update

• Outreach event at Dell campus this Saturday June 8, kid walk
• American Creed Capital Hill library June 16
• Leadership service for technical processing and ILL in place
• New processor is starting on June 17th - this will help get new materials out quicker to the libraries.
• Collection Anywhere working on end of fiscal year activities/purchasing, ex.

ED Update

• Turned in preliminary budget and long range plan to ODL on June 1st.
• Julie will be out of state mid June 12, 2015 to July 1, 2019. Anne will handle Julies part of commission meeting, Nita will be present to cover Maria’s part of commission meeting.
• Need to meet with city of Bethany and Shiloh week of June 10th.