Leadership Team Minutes - August 05, 2020

Discussion Topics

SF 710 Naming Policy – Heather

Notes: This policy rewrite was sent to LT before meeting and Heather only received feedback from Anne Fischer and Chris Kennedy. There were questions about who gets to be the ones who name places, the look should include our MLS branding. Heather will make changes and send it back around for review with changes, to make sure it is correct when it is taken to commission at a future meeting.

Security system and codes – Dennis

Notes: The agenda showed the Naming Policy as the first item on the agenda, but security and code discussion became the first agenda item. There are security codes that are now being used all over the system, discussion followed. Dennis will write up a process and get it back to us to review and to send him feedback. RD’s will let Dennis know how it works best for libraries.

Status of Friends grant requests – Heather

Notes: Friends have worked on a new strategic plan for their organization and in the process dissolved of both special friends’ groups. They planned to return in August, but COVID-19 started spiking again, so they decided not to return yet. They are planning to open an Amazon store front, processing a smaller number of books per day, they see no way to have book sale this year (2021).

To determine what to submit a grand for, we put needs into the budget, if the budget cannot support it, then we look at Special Funds, then if that does not happen, we look at grant funding opportunity.

Department Questions, Updates, etc.

Business Office, Development & Volunteer Services

• Budgets need reviewed for moving funds RTO’s that were cancelled, it maybe that they are still a need. Fund could be moved from last year to this year. Look for one off’s for funds needed, PPE funds, specifically gloves, supply chain difficulties and uncertain for specific sizes, consider getting reusable gloves that fit.
• Volunteers, DVS has attended organizational meetings, there is not a policy to drive volunteers for MLS right now.

Human Resources, Learning & Development

• July 16: Commission approved Unexpected closure policy and procedures have
• been updated, approved, and posted. Hiring people right now, getting some
• staff back to work after COVID-19.
• L&D is working with Pauline to create trainings, using her knowledge or
• expertise. Getting back on track with Access training. Collections
• XChange meeting on Tuesday morning, answering all questions, to keep from
• having the appearance of not wanting to answer.

IT

• The BI temp location is getting wrapped up today. CIS server crashed, it has been rebuilt and was back up yesterday. IT staff learn hard lesson on how to rebuild the server.
• Anne is working on budget changes.

Operations, Maintenance, Security, Marketing

• MTC: BI temp location is basically done today, a few wrap-up projects. Dennis is looking into generators,
• PR: Are we going to do shirts this year? Offer catalog of shirts for free or purchase periodically. Some discussion followed. Advertising plan for the next quarter is done, and new commercial is done coming out soon.
• Security: Drug testing will be implemented with our hires. Marketing is doing a
• lot of video right now to see what is going on in the libraries, to show what is happening in our buildings.
• Capital projects: Update meeting will be tomorrow, August 6. Okla. City wants to close RE, to replace window frame and windows, in the next 30 days. BI pre-construction meeting this afternoon (August 5, 2020).

Strategic Planning & Services, Collection Services, EPS, Outreach, Special Collections

• Collection Services: is ramping up their purchases of new materials for all formats except DVD’s; concerns about getting too crowded on shelves.
• Dewey training and how to decide a classification.
• No news about ILL, still unable to offer ILL services.
• EPS: Tailored Titles are planned and offered, as well as, new crafting programs, Paranormal Fest online, Lit Fest online wrapped up, Tai Chi for the next few weeks, very popular. Thanks to PS staff for helping make these things possible. SRP has concluded, last set of data has been sent out.
• OUT: is sharing staff with Edmond.
• Special Collections: says thanks for all staff loaned to them during this time, it has been very appreciated.
• LEAP: Is moving forward, budget talk will be done by Charisse, August 12. Communications Cabinet will meet with LEAP on August 26.
• Other Misc. SPAS updates: Library Journal Librarians of the year 2019, will be speaking to LEAP about community engagement.
• PS staff member & EPS is doing an escape room virtually. It is based on a model done at other library systems.
• ODL survey is underway.
• We are rescheduling the customer service surveys.
• Larry sent an email to LT regarding the purpose and direction of the LT. Please respond if you have contribution by end of Friday.

Public Services and libraries, CIS, Access

• No update on the new AL, DC update, CIS update, Position name changes in PS: Library Aide, Access Specialist, ED update, BI update

Admin, Metropolitan Library Commission

• Reviewing the policy review to better distribute between departments who are involved.

Adjourn