Leadership Team Minutes - September 04, 2019

Introductions: 

Larry White, Director of Strategic Planning and Projects 

Presentations: 

Staff Day ~ Milissa Copeland 

• Registration launched 9/2/19 ~224 registered so far 
• Jennifer Livingstone assisted with the configuration of staff receiving confirmation after registration 
• Full-time staff required to attend 
• Values and Expectation, Make-Up Training, Attendance Requirements are now posted online 
• Discussed Leadership involvement 

Longevity Awards ~ Mark Schuster 

• The group decided what year of service staff members should receive special recognition 
• Consistent recognition standards will be set moving forward 

Meeting Room Documents ~ Chris Kennedy 

• Chris reviewed the meeting room documents and changes 
• Rooms were removed and added 
• Fees were evaluated based on room capacity which will help ensure consistency across the system. 
• Legal will review the policy to ensure all wording is correct to include liability for the interior and exterior of the libraries 
• A statement will be added that the library does not rent exterior spaces to anyone 

PITS – Risa Sargent and Erin Bedford 

• Risa and Erin did a basic introduction of the new Patron Incident Tracking System (PITS). 
• All still based on the Library System’s  Rules of Conduct 
• Everyone will have a login and permissions will be based on the job title 
• Roll out schedule coming soon ~ Library Managers will be trained first and then train their staff 
• October 7th is the go-live date 

Marketing Update – Kim Terry 

• Kim shared what the marketing plan and project document, subject to change as needed 
• She also shared the roles and responsibilities of each marketing staff member 
• Also shared best marketing practices according to ALA 

Reports: 

Finance & Business:  Business Office, Development & Volunteer Services

• New staff member – Allison Haley 
• In the final stages of the budget to prepare for the Commissioners 
• Friends of Library “Buy a box” book sale at the Service center 
• The Special Friends of the Library are working on their plan to work with the FOL and become integrated 
• Finance Committee Meeting is on September 13, 2019 
• Literary Voices on September 25, 2019 
• Library Giving Day will be April 23, 2020 

Human Resources/Learning & Development: 

• 10 new staff members started on August 26, 2019
• 10 more new staff members are starting September 9, 2019
• An update was provided regarding the status of current vacant positions. 
• XChange workshop will be held in September, November, December and January 2020 
  • January XChange will be "Budget Basics" presented by Charisse Dye
• 59 face to face workshop offerings from now to December 2019

Information Technology 

• CARL.X upgrades went smoothly 
• Bethany sorter coming soon 

Operations:  Facilities Maintenance, Marketing, Planning & Assessment, Security

• Bethany currently waiting on project completion and the hope is by the end of the week 
• Deborah Jackson retired and there is a shifting of duties 
• IT is setting up users in Maintenance Connection for new staff to be able to log maintenance requests 
• Security is working to have consistent guards at locations within the next 30 days 
• Planning is using Tableau to continue to look at usage and delivery routes 

Public Services:  Central Information Services, Collection Development & Services, Engagement & Program Services, Libraries, Outreach and Special Collections

• Chris is seeking leadership volunteers to help out at the Service Center until they are fully staffed 
• Risa is putting together a contact list for new library managers 
• Del City went out to bid 
• Del City made the cover of the Oklahoman last week for continuing to provide services to customers with flashlights during the power outage 
• CIS will be taking all library calls by the end of the month with the exception of Luther due to their incompatible phone system 
• Southern Oaks is waiting to hear about getting their parking lot project moving, the hope is in October. 

Administration ~ Julie 

• Microfilm has been removed from the basement 
• EPS will be moving all books/items into the old microfilm space 
• Learning and Development will be getting the Downtown training room back 
• Julie set the expectation for Leadership attending breakout sessions as well as their roles and responsibilities for the day 
• The first spot in the alley at the Downtown location will be designated as book drop/drop off, Kim Terry is working on a new sign for the space