Leadership Team Minutes - October 16, 2019

Purpose of Meeting

Share information about things like upcoming changes, new products or services and techniques with the outcome having a common purpose and to align the team via updates on progress, challenges, and next steps.  Activities that may be included in these meetings are problem solving, decision making, prioritization, and task assignment.

Minutes

Welcome Dennis

LT welcomed Dennis McCullough to the Leadership Team. He is the new Director of Facilities Maintenance.

Staff Day review

Milissa Copeland - LT utilized a modified “thinking hats” approach and reviewed and discussed Staff Development Day.  Each member spoke for one minute on each of the following
                      Yellow - Positive, Constructive, Optimistic comments about the event
                      Black – Negative, Logical, Cautious comments about the event
                      Green – Creative, Fresh, New ideas for next year

Customer Service

Julie Ballou -  LT discussed the “Building Customer Service” service model handout.  LT members are to review and discuss with their staff and report back in the November 20th LT meeting.

Winter Reading program

Erin Bedford presented the Winter Reading Program, see attached.  LT discussed the handout.  Age range to be 17 and older, Marketing budget to be $4000 funded by the EPS special fund. 

Department Updates:

Business Office

• XChange training on the budget coming in January.  LT to submit all current budgetary tools and best practices used by their departments for inclusion in the presentation.

Development & Volunteer Services 

• Last night’s FOL event/Board meeting went well, special recognition for long time volunteers Joe and Carol McReynolds for their long term commitment to MLS and FOL.  Cudos to Albert in maintenance for his assistance with the event.  
• DVS is moving from the 4th floor to the 1st floor downtown. FOL week is next week.

 
Human Resources

• Calibration is starting Friday, emails have been sent. 

Learning & Development 

• Wrapping up SDD, instructions for make-up requirements have been sent out for those who we unable to attend, they have five weeks to complete the makeup requirements.  Those who do not complete the requirements will be given a “does not meet expectations” on their subsequent annual performance review.

IT 

• Anne is at TLC this week.

Maintenance

• All licensing required for the Director position are scheduled to be complete this week.

Planning & Assessment

• New Delivery process begins Monday, staff will be riding along to gather feedback.
• P&A has also been working on analysis in support of the calibration process.  
• P&A will begin a staffing study soon, as well as an Internal Customer Service analysis.

Security

• No major incidents to report.  Department of Corrections releasing more individuals recently resulting in an influx of new faces to the library. 

Marketing

• Last year for the Zoo Book program. 
• Marketing working on communications regarding the new library lending terms for ebooks published through Macmillan.  Discussion on library lending terms.  
• United way internal communications have been posted to the intranet and emails have been sent explaining this years campaign.

 
Public Services Updates:

Chris Kennedy 

• The Public Services Committee met and unanimously approved the following policies AL320, AM100, AM200, AM310, AS400, AS510.  
• Other matters discussed regarding customer service.

Mark Schuster

• Del City Bid Opening is tomorrow. 
• CIS has cross trained in their department so updates to the website can be made by all CIS staff, specifically Room Reservation items and availability of certain services.

Pauline Rodriqez-Atkins

• New Collection Service Manager has been hired and will start soon.  
• Tech Processing will be taking over all sorter responsibilities at the Service Center and expanding their schedules to accommodate full utilization of the sorter.  

Erin Bedford

• The grant for the Americans and the Holocaust exhibit was awarded to MLS and dates for the exhibit will be announced when they are available.  
• Bethany move in is in progress and going well, working through minor issues.  
• Warr Acres is working with the city to include programming and promotional information in the community water bills.  
• Downtown -The Paranormal Fest was held Downtown and was successful.

LaVetta Dent

• Southern Oaks Parking lot maintenance has been postponed.  
• Outreach is working at Pumpkinville, event is popular and going well.   

Executive Director comments:

We have sent an LOI to utilize the Sequoyah Elementary building as a temporary location for the Belle Isle renovation and are waiting to hear back. We will be hosting an information public meeting at Belle Isle on October 22 to share plans for the library with the community.
 
The City of OKC is pursuing the purchase of approximately 4.5 acres of land diagonally opposite the current Almonte location as a potential site for a new and permanent Almonte location. 
 
This upcoming March legislative breakfast will likely be held at an alternate location due to construction at the Capitol, it also may be held later in the day.  More information to follow when plans are confirmed.

Next LT Meeting is 11/6/2019