Leadership Team Minutes - June 23, 2021

LT Meeting Minutes – 6.23.2021 – Held virtually via Zoom

Minutes: Mark Schuster                                                                

Reviewers: LaVetta Dent, Risa Jensen-Jones

Attendance: Erin Bedford, PSA; Kimberly Boldt, DOES; LaVetta Dent, PSA; Anne Fischer, IT; Anthony Herron, OPS; Kelley Hoffman, HUM; Risa Jensen-Jones, PSA; Chris Kennedy, PSA; Dennis McCullough, MTC; Pauline Rodriguez-Atkins, CSD; Mark Schuster, PSA; Larry White, DIR; Heather Zeoli, DVS

Absent: Charisse Dye, FBA

News From Units:

• DOES Updates – Kimberly Boldt

• Summer Reading – has surpassed last year’s participation – 9,605 signups, 2.6 million minutes read already (36% of total community goal).  EPS working on potential NASA grant to tie-in to SR 2022 to highlight and bring STEM and STEAM to underrepresented communities – RE would be highlighted partner. 
• Letter of Support for Scissortail Food Grant provided. Was a rush job due to change of organizational structure and staffing changes between OU/Scissortail and at last minute they needed additional supporters to apply for grant. Typical services will be provided if they receive grant. GREAT partner w/ Neighborhood Arts and want to continue next summer.
• OKC Story Slam – Pride-themed event scheduled for Sunday.  August will be the last virtual offering (will be going back to in-person after that).  Pursuing a potential virtual “best-of” program (drawn from in-person events) to be shared in the future. 
• Other updates – Lit Fest coming in August.  EPS presenting virtual Children Reading to Dogs presentation at ALA.

• Overdue Fines Pilot Update – Anne Fischer

Progress is going well.All fines were able to be deleted in the test system.Currently working with TLC to get rid of all $3 and under manual fines (going well).There will be a final follow-up meeting to ensure everything is a “go” for implementation Wednesday, June 30^th.Effective July 1^st no new fines will be levied.Work on the patron record database will start next.

• "Designing for a Flexible Future" – PSA

PSLT recently attended 3-part Library Journal webinar series.Each member of PSLT shared some major takeaways.

• Humidity / HVAC Update – OPS                                                                                        
  
  • Humidity Updates – Dennis shared humidity levels at locations that have recently been having issues, as well as describing the relationship between temperature and relative humidity.
  • MC HVAC Repairs – Waiting on needed quotes to complete HVAC repairs.  If we don’t receive enough quotes we will proceed with emergency bidding procedures and move ahead.
  •  Collection Inspections – Visual inspections of collections are important to ensure materials aren’t being damaged by humidity.  PSLT recently shared a spreadsheet with locations for tracking temp, humidity, and collection condition. 

• CSD Updates – Pauling Rodriguez-Atkins
  
  • Vietnamese Collection – CSD has arranged to purchase the 100 top Vietnamese-language materials on Overdrive.
  • DVD Cases – Tech. Processing recently received an unexpected shipment of DVD cases.  These will no longer need to be rationed to locations that need them (in the immediate future).   

• DIR Update – Larry White

Larry shared that he will be on vacation August 27-September 7. 

Action Items:

• Procedure VG 400.1 review – Larry

• Background/Updates/Discussion: After a previous discussion and solicitation of questions/feedback, Larry sent out an updated draft for review and discussion.  Specific questions were discussed.    
• Action Items: LT will seek further follow-up on additional questions/processes that came up in the meeting.
• Next Steps: Further updated draft will be shared back with LT and discussed at future meeting.

• Covid response / status beginning August 1, 2021 – Larry

• Background/Updates/Discussion: We continue to experience general trends of numbers holding relatively low.  We need to start thinking about returning to normal operations – how do we do that and proactively address issues or concerns so people can prepare? 
• Action Items: none
• Next Steps: will discuss at next LT meeting.

• Committee Inventory Report – Risa

• Background/Updates/Discussion: discussion about report and potential next steps.
• Action Items/Next Steps: the next survey round will be prepared and sent out using the proposed questions in the document.

• Experience Passes Report - Risa

• Background/Updates/Discussion: 192 checkouts from 175 customers, most passes kept for defined checkout time.  Committee proposes to expand pass offerings. 
• Action Items: Committee will reach out to venues across the county to gauge further expanding the program.
• Next Steps: Committee will share findings back to LT.

• Notary Services - options and scheduling (PS) – Chris

• Background/Updates/Discussion: We have been seeing an uptick in requests from the public for notary services.  Used to have for programming/library purposes, but not something we currently offer.  Discussion was had about potential rollout, concerns, and considerations. 
• Next Steps: RDs will visit with locations to gauge interest in staff volunteering to become notaries.

• Outside Power outlets and extended Wi-Fi - Larry
  • Friends and LET Request

• Background/Updates/Discussion: there have been some issues around customers utilizing power and wi-fi around the building after hours.  Public officials have also expressed concern.  Discussion about this topic, as well as potential impact to a recent Friends request to purchase a solar charging station that would go outside a location.
• Action Items:
• Next Steps: Larry will review input and share decision back with LT. 

Next meeting: 7/07 – LT / SMG Meetings