Leadership Team Minutes - September 30, 2020

Discussion topics:

• Continuation of equipment used in Telework issue – what progress to date

Background/Updates/Discussion: BUS & IT are creating a process for checking out and monitoring equipment whereabouts for telework. 

Decision: Unless we are in a closed status only the mobile device (laptop, tablet, etc.) should be taken home. 

• Experience Passes – how will we implement

Background/Updates/Discussion: We are approaching the official introduction of the passes, but some details still need to be worked out.  

Action items: We will verify if OKCMOA is requiring appointments at this time to visit.

Next steps: Public Services will finalize overdue process for passes, and Marketing will finalize a strategy to spread word but not overwhelm supply.  Marketing package will be sent to LT and Experience Passes team for review.                                                                                                    

• Patron Data cleanup – need and results from action

Background/Updates/Discussion: We have a lot of patron records that are incomplete, incorrect, or inactive.  We have not done a purge or cleanup of patron records since we migrated to TLC in 2014.  Overall data is inaccurate because of this. 

Decision: Group agreed on a three-year window for both purging inactive accounts (inactive longer than three years), and expiring accounts (based on date of last activity) to ensure customer information is accurate.    

Next steps: IT will move ahead with the purge of inactive accounts.  LT/SMG will review the impact of a potential fine & fee amnesty for inactive accounts.  Following purge, IT will work with TLC on changing expiration dates to three years from date of last activity.  More information (including revisions to processes/procedures) will be shared prior to the implementation of the updated expiration dates on customer cards.

• Review of Remaining Reopening Steps – overview and needed actions for implementation; initiate planning for implementation (i.e. communications plans, staff awareness, etc.) so that when we are ready, they can be implemented quickly

Background/Updates/Discussion: There is no plan to imminently change – discussion around preparing “rollout plan” to smoothly implement changes in stage when the time comes.  In the Sit & Stay stage, computer use will “double,” outdoor programs may be considered, limited seating/study room use will return, and Saturday delivery will return.

• Library Kiosk – 24 Hour libraries – Cleaning, maintenance, budget, locations, logistics, permissions, etc.

Background/Updates/Discussion: We have budgeted for two library kiosks – they need to be placed somewhere within the System.  Placement will impact workflow and service model.  Devices will also provide wi-fi.  They require a shelter, power, and data. 

Next steps: Larry will gather data to help LT make the most informed decision possible about placement of kiosks.  A plan will be put together to implement the kiosks within the current budget cycle.

Decision topics:

• Dec 8 Xchange Meeting – do we hold it and if so, what topics

Background/Updates/Discussion: Group determined there is no professional need to meet.

Decision: We will not have the meeting.

• Del City – forming team to plan for grand opening

Background/Updates/Discussion: The team is primarily composed of Public Services members – Library Manager, Regional Director, and DED of PS.  Outside of PS, group will include Public Relations, Marketing, Development, and city officials.    

Next steps: Team will be formed and begin discussion.

• Performance Development reviews & reforms – if so, what?

Background/Updates/Discussion: several points about the PD process and possible refinements were discussed. 

             Next Steps: HUM, LT, and SMG will study feasibility of various options.  Any changes to the system will be announced and explained prior to     implementation. 

Next Meeting date changed to October 22^nd @ 9am.