Leadership Team Minutes - May 20, 2020

Purpose:  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.

Notetaker – Anthony | Reviewers – Heather and Kim

Discussion topics

9:00 AM

• X-Change
• Phase II

9:15 AM

• Heather – Friends update and report on grant request

9:30 AM

• Open discussion

10:00 AM

• Department Questions, Updates, etc.
  • Business Office, Development & Volunteer Services 
  • Human Resources, Learning & Development 
  • IT 
  • Operations, Maintenance, Security, Marketing 
  • Strategic Planning and Services, Collection Services, EPS, Outreach, Special Collections
  • Public Services and libraries, CIS, Access 
  • Admin, Metropolitan Library Commission, Senior Management Group

11:00 AM

• Adjurn

Exchange Recap

Internal Communication – There was group discussion about how to improve organizational communication across the system. An Exchange Forum was held May 19^th with all managers. There were a lot of Ideas suggested included recorded short videos for distribution to staff to provide updates regarding things going on in the system.  

Senior Management Group and Leadership team will continue to evaluate how to improve our communication to ensure all staff are in the know about what is going on in the system especially as we respond to the rapid changes and development regarding COVID-19.

Development/Friends of the Library 

Friends of the Library Meeting Update – The grant request was approved at the May 19^th meeting for MLS Mobile Maker Spaces, Robotics programming equipment, and programming support for activities at Del City and the Northwest Library computer coding club.  Many of these grants were for in person activities and programs so these items will not be purchased until the libraries are able to reopen programming back to the public. 

AJ Stewart will be stepping down as the President of the Friends of the Library System to take on another opportunity out of state before the end of this year. 

Friends of the Library Sort Site Planning Meeting – Development has been working with volunteers to put together a plan to reopen the sort site and continue to receive/process donations and materials. 

Phase 2 Reopening Planning/Updates

Water Fountains - Maintenance is in the process of turning all water fountains back on at each Library over the next few weeks. Staff and customers will be able to use the fountains but must understand these fountains cannot be cleaned between each use and people will use them at their own risk. 

HVAC Systems - Maintenance is working to assess or HVAC systems to determine how we can bring more fresh air from outside the building to help reduce risks of recirculating interior air as we plan to reopen more of facilities for Phase 2. 

Public Computer Cleaning - Isopropyl Alcohol wipes have been ordered for each Library for cleaning of the public computer screens. Ethyl Alcohol spray cannot be used to clean the computers because it would damage the equipment. 

Face Shields – Public Services is going to look at the possibility of implementing face shields for staff that have direct interaction with customers and social distancing is not as practical. 

Zoom Accounts – Licenses for the Zoom software are limited.  Zoom is being used for system-wide and departmental meetings and for programming in the Libraries.  Information Technology is working to procure at least one license for each Library to reduce the need to move licenses around to accommodate requests for using Zoom. 

Other Updates:

Staff Appreciation – There are system-wide funds available for staff appreciation. Marketing/Public Relations will look into what items are available for purchase that would be appropriate for all staff. 

Facilities Projects Update Meeting – Has been rescheduled for June 2^nd at 2 PM via Zoom. 

There were no department updates provided at this meeting. 

Next LT Meeting is 6/3/2020