Leadership Team Minutes - August 04, 2021

News & Departmental Updates: 

Summer Reading & Outreach at Scissortail Park – Kimberly Boldt, DOES 

• Grateful for the partnerships and the opportunities to engage with customers and performers out-of-doors this summer. Customers indicate they value our time at the Park.
• We can be so proud of our community for hitting our summer reading points goal. Prize drawings began this week.
• Surveys to gauge the efficacy of Summer Reading and offer feedback on ways to improve will begin on 8/16.
• Prize pickup ends 8/31

Customer Data Project – Anne Fischer, IT

• Were able to eliminate many inactive customers.
• Current library cardholders memberships renewed through 2024.
• Kudos to Risa and Anne for their additional time and work on this effort. We will analyze this data to determine why and how inactive customers become inactive and what we could do to better retain them.
• The data on inactive customers is somewhat skewed by the current requirement to issue an “Internet Access Only (IAO)” card to any computer wanting to use a computer even if they are only a visitor to our city.  Future consideration might be given to going back to using “guest passes” through the computer reservation system to reduce the number of IAO cards that are issued to one time visitors.  If a customer will be a regular user of computers but cannot obtain a permanent card, then the IAO card type could be issued.

Friends and Trust Grants to MLS – Heather Zeoli, DVS

• The Friends and Trust approved the majority of our grant requests at their July board meetings. Heather will communicate the details with Leadership and coordinate a message to managers and departments which received funding.
• Reminder, the grant process was different this year in that we identified items in the budget, planned for them, and then sought external funding. Those items will be expended through Commission Special Funds and not the operational budget.

FRBR – Pauline Rodriguez-Atkins, CSD

• FRBR is live and functioning. Staff are working through settings that display inaccurate cover art. Information will be shared with the opportunity for staff to provide feedback.

Regional Information/PSLT - Risa Jensen-Jones, RD

• Risa provided updates regarding staffing changes at BI.

We are currently canvassing Edmond area residents regarding their opinions on future library services in Edmond. The Survey is open through August 21st.

Coin Box Upgrades – Anne Fischer, IT

• IT is upgrading all coin boxes on copiers to accept debit/credit cards.

Edmond Kiosk – Larry White, ED

• Kiosk location in Edmond has begun framing. The Kiosk may be live as early as October 2021. Training will be in place before we go live. We want to meet the customer expectations.

Staff Day – Larry White, ED

• At the time of Leadership Team meeting, Staff Day was still planned. Those plans have changed and were announced to all staff via email on 8/5/21.

Ralph Ellison Library Commemoration – Larry White, ED

• Planning has begun to honor Ralph Ellison and his legacy for 1 year in celebration of 100 years of library services in NE OKC. We expect this to be a significant library event that reflects our core values.

Core Values Implementation – Larry White, ED

• Larry will send communication to staff on 8/9 to give opportunity for staff to express interest for serving on the core values sub-committee. Our goal is to provide excellent, professional service to our community – the core values are the ‘how’ and ‘why’, in many cases, in enacting our larger goal for our community.

Professional Expectations – Larry White, ED

• Please communicate with all staff that it is important we provide a positive reflection of our work culture, including on zoom meetings and particularly in interview sessions. Unprofessional behavior is unacceptable. In interviews, please dress professionally and stay focused on the meeting; do not use this time for other tasks, meals, and please do not attend meetings while driving. Make a professional commitment to the meeting and reflect those behaviors and expectations accordingly.
• We currently have over 50 vacancies in the system. Recruitment is at an all time high and we count on all staff to present MLS positively.

Action & Discussion items

SF200.1 – Purchasing Procedure, Charisse Dye, BUS

• Charisse provided procedures in March regarding purchasing. Trainings were held in July. Procedures have been updated based on staff feedback in the trainings. Please review these procedures for any final changes.
• It is noted that the acceptable form of documentation for tips and gratuity be a restaurant receipt or bank/credit card receipt. This is a professional business standard. Please communicate this to staff who may need these reimbursements.\

VH110 – Organizational History, Larry White, ED

• Leadership reviewed the policy and agreed to move it forward to the Commission Executive Committee.
• It is noted that a procedure may be needed to document the how/when details of SCR maintaining the organizational history. This is to ensure posterity for the future.

Meeting Room Policy – Larry White, ED

• Public Services committee is reviewing current room use policy. There have been questions on room fees and opportunities to provide free or low cost room reservations. The Leadership team discussed the human, social, and financial impact of these options. This conversation will continue with increased data.
• IT proposes to limit help desk staffing during the hours when there are few calls.  The Leadership Team agreed.  Anne will send a notice to all staff of the reduced call hours, effective 8/9.

Safe Place Agreement – Mark Schuster, RD

• The leadership team had no questions for Mark and agreed to proceed with the MOU. A communication and training plan will follow.

Returning to ‘Normal’ – Larry White

• The team reviewed data about library use and circulations between 2019 and 2020. There is a decline in use (pandemic considered). We are concerned about future engagement. We are concerned about the health and safety of all. The greatest balance continues to be concerns about public health with professional responsibility. The team shared feedback from staff throughout the system, as well as customers. Other systems have had a variety of responses to the pandemic in this time. We must decide what is best for Metro. Larry will provide messaging regarding future plans at a later date.  

All other remaining agenda items were tabled until the next Leadership Team meeting.

Next meeting: 8/18 – LT / SMG Meetings 

Notes respectfully submitted by Heather Zeoli 8.9.21