Library Managers Minutes - February 09, 2017

Purpose:  To discuss and make recommendations and decisions on issues having system wide impact on library operations.

Ground Rules agreed upon:

• Everyone participates
• Be present and focused
• Start and finish on time
• Be respectful of others’ opinions and time
• Speak up
• Respect confidentiality
• Notetaker comes prepared and uploads minutes within 3 working days of meeting

 Outcomes:  Discuss for understanding the process for updating System procedures; Synthesize information in order to coach teams in understanding and achieving the intents of these directions and projects.  

Agenda topics:

1. Literary Voices will be on Tue, Apr 1.  All guests present will get a signed copy from the author.  Governor Bill  Anoatubby of the Chickasaw Nation is the recipient of the Lee Brawner Award this year.

2. Morgan Jones discussed what can she do for us – she knows spaces and we know libraries – how can we get best design. She is putting together a catalog for where to start when buying furniture.

• What can we expect from her: to be heard, she'll ask lots of questions - what are we trying to solve and how can we do it.  Questions will be so she can understand what we need and want.  How might, she'll ask. 
• She is working on Project/FFE request form; Implementation/FFE Purchase form; Facilities Policies and Procedures; Prioritization Form. 
• She has come up with way to order furniture – contact her first.   If needing to send furniture to surplus – copy her with a copy of the Inventory Transfer Form in an email.  If we want to get any furniture from surplus – talk with Curtiss.

3. Orange Boy – Savannah 2017 has the same data but presented in a better format.  Anyone who does not have a log in yet, email Kim for a password.  She showed us New cardholders and Clusters reports.  But we also can compare how MLS is doing based on other systems also using Orange Boy.  https://2017.bespoton.com/ is url for Savannah 2017. There was some discussion on how do we filter those with OneCard and regular card – are we double counting these members?
4.  Cataloguing updates -  grew out of local processing report – CAT will catalog all materials in paperback collections and will be transferring responsibility for DVD classification.   They are doing away with 791.43 and 791.45 - replacing with Movie and TV/Show, then first three letters of the title.  Juveniles will have j in front. 

• Movies – any stand alone television feature, movies released in theater while TV is anything  designed to be watched sequentially. 
• We will no longer using JNF and ANF instead FF and JF.  CAT wants us to interfile movies and TV shows, alphabetical by title with all inter-shelving completed by Feb 28.  The new classifications will be coming out Feb 20.  
• We will not retro catalog old stuff.  Handouts were given out. Someone asked how many items and  there are possibly 50K items system wide. So we need to be thinking about weeding strongly.  Pauline estimated it would be 6 mo-1 year before there are more new classifications than old.  Bib records may or may not have what's on the shelf – 791.43 versus MOVIE.

Questions asked: Does this take into account series – which will now be done by series title, with season # or series # noted.     

CAT needs our approval to move forward, and then this will then be placed on intranet for all staff to view and start adapting.  We should see adaption starting in 4 weeks.  All opposed: None.  Motion passed.   

5.  Policy & Procedure updates – 5 committees:

• AM 100 Borrowing – Risa chairing this committee – it is about ready for staff review.  She is waiting on all the feedback, so the LM team will be seeing this next week. First up will be the document that talks about discussion behind tentative procedures, it has a system-wide approach philosophy.  First research document up for a few days, this helps to prepare for what's in the procedure and allow feedback before sharing system wide.  Then tentative procedures will be put up – will include  what procedures were considered, what we wanted and what's going to be training instead of procedures.  Committee wants to know any gaps, what's missing, they want us to give our thoughts on these procedures. 
• Claims returned and Claims Never Had are software, not procedural.  Claims return issue is more training issue, not procedures.  How do we talk about this- we engage members in what we wanted and hope to achieve with these changes.  Does this match where we are headed, what does TLC have available for us?
• AM 200  Library account eligibility - Barbara is the chair.  Committee needed some clarification on some of the policies so they are asking Meghan to come to their next meeting. 
• Rules of Conduct and Internet will be forming committees soon.  ROC does not need procedures but needs updating, more about process of the P&P.  Internet policy is same, instead of procedures, more on process of the policy.  The move to different software and how it affects this policy.  Public Service Committee meets March 27, so procedures are needed one week before. 
• Food and Drink Policy – needs some procedures.  The fact is it is not mentioned in P&P, does that mean anything anywhere?  Just want everyone understands and doing same thing.

      6.     Celebrate, Network, Promote – local updates & discussions

• BE – weeding collection, preparing for move
• CH – they are choosing furniture for public side. Staff toured showroom, designed backroom for staff – smaller work stations but allows more space to work.  On the renovation – subfloor done and main slab poured.
• WA  has 4 new computers, moved from NW and members are using them. 
• VI – going down to one desk – committee of folks compiling common questions asked so they can train all staff – who needs to know what.  Still some slight fuzziness in access and engagement.  Side comment that OU using Read Scale to determine who does what.
• Move to access model with one desk.  Risa can see useful at Call Center. 
• ED has gone to one phone. 
• NW – did a staff swap for one desk experience with BE.  Anyone interested, let Mark know. 
• JN – had over 1000 visitors last month and 160 new members.

     7.     Alignment – how this impacts what we are doing everyday?  questions we might ask ourselves -- about FTE, scheduling. 

• Sequencing is so we can do the alignment
• System-wide Initiatives are to start in July.  Alignment happens first, so needs to be done before new year. 
• New projects – don't start, focus on the alignment.  Hunker Down! This includes any collaboration and interreach.  Remember partnerships require contracts and must go to the legal firm.  Instead we need to get out in the community and get known. 
• Ready up Access staff – what are actual expectations, train LAs on circulation desk. Need to send LAs to CarlX training.  Dress code – need common standards for LAs and  circulation.  Access staff will be entirely in the building. 
• Will engagement staff regularly work frontline? How will their schedules impacts evenings/weekends?  Tim says access staff mainly will be on the floor. All staff will be expected to work all hours the library is open. 
• Other procedures or policies impacted by Alignment? Coll Hq training.
• Assessing staff  at our locations, who fits where?  staff assessing themselves. 
• Looking at how we cover desks/roving.
• DN having Morgan speak at their staff meeting – floor plans and how to redesign and use space.
• System wide Learning Experiences Division– this group will develop system wide approach on programming.  MSL will do same with the collection.
• Collection Anywhere will provide a lot more leadership on the collection. (Example of data driven decision making) As a system how are we approaching this? it is removing it from the local library control?  MSL has the specialty, for the development but they won't be making the decisions without local input. 
• MLS must utilize a variety of sources for data.  
• Collection Anywhere committee looking at what needs to be in CA and what needs to be at libraries.  How do we promote the entire collection?
• Alignment Committee is looking at all these questions and how do we move forward. 
• Announcement – Melody will be Senior Manager of District 1  (DN area); Julie at District 2 (NW region) and Chris over District 3.  Randy will be Library Manager III at Midwest City. 
• In 2 weeks, we'll have a timeline for all positions and movement. 

Adjourn at 1214.