Library Managers Minutes - March 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.  Action items and future planning items clearly noted.

Outcomes: To be knowledgeable about new library services (Biblioboard) in order to share with staff and members. To provide input into various procedures being established for revised policies and to understand the next steps in finalizing these procedures. To share information relevant to library managers.

Agenda topics and minutes:

1. New ground rule regarding action items proposed

A new ground rule regarding action items was proposed and unanimously approved for future meetings: [future planning]

• Action items and future planning items clearly noted

In addition, two new ground rules were proposed by BI LM Ashley Welke and unanimously approved for future meetings: [future planning]

• Ask questions (clarifying our Speak up ground rule)
• Raise issues in the room

2. Biblioboard demonstration

Sadie Bruce, Materials Selector, discussed our new digital collection, Biblioboard, which debuted on 2-1-17. BiblioBoard's collection is composed of content from independent publishers and authors as well as local, user-generated content. All content from BiblioBoard is always available and there is no lending limit. Titles are arranged into groups called Curations and the eBooks in BiblioBoard's collection have been selected by reviewers at Library Journal (LJ). Most of the Curations consist of LJ's top indie picks for a genre (romance, mystery, sci fi & fantasy, YA, etc.). There is also a Curation called Indie Oklahoma that contains self-published eBooks from Oklahoma authors. 

Sadie also discussed two self-publishing platforms available through Biblioboard: Pressbooks and Self-e. Pressbooks is an easy-to-use book writing software that lets you create a book in all the formats you need to publish. Pressbooks will only be available to our members, as you must have a library card to access this tool. Members can submit their works to Self-e or choose to directly export to a variety of formats, such as pdf. or mobi. Self-e is a discovery platform that is designed to expose eBooks to more readers via the public library. Anyone can submit to Self-e, but only cardholders can read submissions.  

Pressbooks and Self-e will launch on 4-20-17. There will be a hard push to market these self-publishing platforms in May at LitFest.

8 trainings (located throughout the system) have been posted on MetroU

LMs and ALMs received 3 posters to help market Self-e and Pressbooks.

3. Committee presentation and discussion: AM 100.1 Borrowing Procedures
   Committee: Risa Sargent (Chair, ALM-DN), Mariah Box (CC-MC), Clovis Conley (CC-AL), Taylor Horn (CC-ED), Janeal Walker (LL-NW) 

The Borrowing Procedures Committee prepared and presented 3 documents, gathering feedback from LMs and ALMs:

• AM100 Borrowing Procedure Research (Timeline; Maximum Items Borrowed; Loan Periods and Renewals; Over-Threshold; Lost or Damaged Items; Holds)
• AM100 Borrowing Procedures
• Claims Overview

The Committee explained that Maximum Items Borrowed, Loan Periods and Renewals, and Holds did not warrant accompanying procedures.

Damaged Items Procedures: It was suggested by LMs and ALMs that we consider not stamping material with the word “damage” and perhaps stamp items with the phrase, “condition noted” when noting wear and tear. It was also suggested that a standard template be created and implemented system-wide to assist staff with communicating damages to members via email or mail. Lastly, it was proposed that the Borrowing Procedures Committee collaborate/consult with the Collection Policy Committee regarding charged, damaged items and the Friends of the Library book sale.

Training: The committee will be compiling training recommendations to pass along to the Learning and Development Department.

Claims: All in attendance agreed that we can immediately move forward with using the Claims Never Had (CNH) button in CarlX instead of the Claims Returned button. Risa will be sending out all staff correspondence regarding this update the week of 3-13-17. [action item]

Updated documents will be posted on the Intranet (research first, then procedures) for staff review and feedback the week of 3-13-17. LMs and ALMs are encouraged to help respond to comments and communicate with their staff. [action item]

4. Procedures Committees Status Reports:
   
   1. AL 200.1 Account Eligibility
      Barbara Beasley, Chair   

Barbara provided an overview of the newly renamed, Library Accounts (formally, Account Eligibility) Procedures. She noted that we should be using the term account vs. card, unless specifically speaking about a physical card.

2. AL 320.1 Responding to disruptive conduct
   Teresa Matthews, Chair

Teresa stated that this Procedures Committee is in its beginning stages and She will have more information to report to the group on 3-15-17. [action item]

5. Alignment Updates and Discussion
   Members on the Alignment Project Committee 

It was noted that if an employee is interested in a position that they do not map to, they should move forward with filling out their mapping survey and then apply for the position of interest once it is posted.

LMs and ALMs asked about the status of the alignment project timeline.  It was noted that this would be available to staff within the week.  

6. Shelving Assessment Project Follow-up Discussion
   Julie Ballou 

Every library location needs to assess shelving productivity and send in shelving speed averages to Julie by 4-10-17. Julie will be sending out additional information regarding the format that this information should be received in. If any LM or ALM has a format suggestion, please contact Julie directly. [action item]

7. Other Announcements
   Chris Kennedy 

Chris announced there will be two Library Manager meetings scheduled each month, starting in April. These meetings will be held on the second and fourth Thursdays of each month at 9:30 am. Locations for the fourth Thursdays are TBD. The notetakers scheduled for the designated month of these meetings are responsible for taking notes at both meetings. [future planning]

We will have an additional meeting in March as well. This meeting will be held at NW Library on Wednesday, 3/15, from 1-3pm. [future planning]

Laura Sikes reported that she recently participated in an ALA webinar on change management. She highly recommends this webinar and will send out more information to those who are interested in participating.

Meeting adjourned at 12:30.