Managers of Library Operations Minutes - April 22, 2015

Meeting called to order at 1:30p.m., by Denyvetta Davis, Director of Library Operations

MLS/LO Partners - Updates

Beyond You and Summer Reading – Stacy Schrank-PLA

Stacy issued to the managers the Beyond You Success Kits.  Enclosed in the kits are the new positivity wristbands monogrammed with “Beyond You” on one side and “Stay Positive” on the other side along with admiration cards.  Also included in the kits are candy, pins with images of the different categories, and note cards that states, “So I noticed…you’re awesome”.  If needed, additional wristbands, pins, and notecards may be requested through the supply catalog.  Stacy added that there are about 150 more wristband remaining.

Stacy informed that there has been great success with the number of staff members being recognized and asked the managers to encourage their staff to fill out the form on the Intranet if they would like to nominate someone.  The first drawing took place in March for four staff members who were recognized in the first quarter for the Beyond You categories are as follows:  Julie Ballou-DN, as the “Cultivator”, JoNita Normore-LO, as the “Collaborator”, David French-BI, as the “Connector”, and Jonathan Tolle-CH, as the “Creator”.  Drawings will take place monthly as the next drawing will be at the beginning of May. 

Summer Reading

Whiteboards will soon be routed to the library to use for the “Celebration Station”.

Stacy indicated that several people has completed the Summer Reading Assessment and asked the managers to remind staff to complete the training and to be sure to mark it as complete.  There were some difficulties with the Summer Reading site crashing on yesterday.  If staff experience difficulties while taking the assessment due to the site crashing they may contact PLA to reassign the assessment.  Online registration will begin on May 15.

Collection HQ and Playaways – Karen Marriott-MSL 

Karen shared that some of the managers attended the DN online presentation of Collection HQ.  She informed that Collection HQ website has collection management tools with features to scan and to help find items that are missing or not circulating and it appears to be very user friendly.  When asked for feedback, some managers expressed that staff who has been using Collection HQ is excited about it and have given rave reviews.  Karen read a few case studies regarding Collection HQ that she will forward to the managers.

Karen informed that some of the logistics will need to be worked on such as, transfers, and she will contact the managers for their input.  She is hoping to begin Collection HQ in July or sometime after Summer Reading.  To meet this anticipated date, MSL will complete the subscriptions for sign up in April.  The subscriptions will not begin until July.

Playaway Launch Pads

Karen forwarded a video to the managers of a group of librarians that the company put together to discuss what products works best in which the group came up with a kid friendly Playaway launch pad for kids.  Karen passed around the launch pad and explained that it has preloaded software, very easy one push reset and only takes five minutes to recharge either by plug in or computer and can be used with headphones.

The Playaway Launch Pads cost $100-$150 with MLS receiving a 20-25% discount.  The age group levels are 3-5, 5-7, 8-10, and 10-12.  Karen recommended just placing the launch pads in the libraries that has the shelf space to store them at this time to see how it works out.  She informed that Heidi Johnson has placed funds in the budget if we decide to go with these.  Karen will forward more information to the managers as she receives it and encouraged the managers to speak with their staff and provide feedback back to her.           

PPC (Program Planning Checklist interactive) & 330 RFP – PIE Committee update

The PIE Committee met last week with the decision to take the Program Planning Checklist interactive to the next stage.  Kellie-PLA, will make updates based on feedback she received from the managers.  Kay informed that there is a soft launch that the managers can access now to become familiar with it.  The username/password is the same used to access MyMetrolibrary.  Kay stated that the purpose for this is to replace the hard copy checklist and make it interactive.  Almonte, Choctaw, Downtown and Edmond are all currently using the Program Planning Checklist.  Stacy-PLA, is working on a formalized training to take place sometime in August. 

Todd-CT, shared that Dana Beach has been using PPC for several months and she indicated that it gives her a clearer view for what’s going on the calendar.  Devin-DC, shared that her experience using PPC is good and she does not have to email the librarians as often.  Brandon-AL, shared that Alexis and Molly expressed it is going well.

330 RFP

The PIE Committee reviewed the 330 RFPs and created categories for the age groups.  Kay informed that rather than having 3 codes for age category, SignUp and budget, the 330 RFP update will reflect the age grouping we use for Evanced’s SignUp.  This update will begin on July 1 so it will be a full fiscal year for that category.

When asked by Tim Rogers if Evanced was the only company for the SignUp calendar, Kellie-PLA, informed that there are other companies but they do not have the integration of space/room reservation feature at this time.

Paycom scheduling update – Rachel Kopchick, et al

Kay received a group summary update from Rachel that she shared with the managers.  The group reviewing the Paycom scheduling includes Rachel-NW, Risa-DN, David-BI, and Todd-CT. 

David informed that they concluded that there was not a single scheduling software at this time that can provide us with use of performing everything on one software.  Some of the issues the group has encountered is that there is a lot of set up time compared to Schedule Anywhere and how the schedules will actually display and print out.

Todd’s been playing around with the reports as he learned that the time clock does not interact with scheduling.  The scheduling portion is a new part of the Paycom software.  It is still work in progress.

Melody-ED, shared that she has received several calls from Schedule Anywhere representatives who informed her that Schedule Anywhere has the capability of integrating with some payroll programs.  Kay stated that this is something they may look into.

Project Kaleidoscope – Tim Rogers, Executive Director

Tim briefly spoke about what will need to happen to move forward with the implementation steps for the plans to reorganize Library Operations.  He invited the managers to share their thoughts and comments and asked them to think about things that could become potential problems during the reorganization. 

Tim informed that there is no need to make any changes at this time yet informed that it will need to be designed for what we may need.  He needs to know all of the questions that staff may have so answers can be provided back.  Tim stated that the managers must figure out the different models based on the discussion at this meeting today that deals with the important piece of whom will report to whom?  He would like to have some of the pieces set up and ready to go by July 1. 

Tim encouraged the Regional Directors of Library Operations to figure out an organizational structure based on what they think is necessary and stated that his goal is to have 7-8 people under the supervisor of each regional director.  He suggested scheduling separate meetings every two weeks to get the managers’ input and he will also meet separately with the regional directors for their input as well.  There will be system wide planning and regional planning as Tim believes there will need to be time for the regional directors to work on the goals for their libraries.  He informed Lloyd that this project should be figured out by the next Commission meeting.

Kay suggested that the managers forward their thoughts to either herself or Tim Rogers so they can be compiled and the meetings can be scheduled.

Tim express his appreciation to the managers for their openness and all of their comments and suggestions as he shared the importance of everyone’s voice being heard because this is an organizational decision that will impact everyone in some way.

Announcements

• Jana informed that she and Todd met with the architect who is designing the temporary location for CH.  The church agreed to lease the gym to MLS.  Staff hopes to move in to the temporary space on September 24.
• Tim Rogers met with Robbie Kienzle, Liaison at the Office of Arts & Cultural Affairs with The City of Oklahoma City Planning Department to discuss the CH project. 
• MLS joined the Urban Libraries Council.  Tim is hoping this will open up some opportunities to participate in webinars, conference calls, and other activities exchanging information.  He will forward more information to the managers if they are interested.  Pioneer and Tulsa County Libraries are also members of the Urban Libraries Council.
• Ben invited everyone to attend VI Library 25^th year anniversary on May 21 at 1:00pm.  The Commission meeting will also take place at VI on the same day at 3:30pm.  Tim feels it is a good idea for managers who are interested to attend Commission meetings.
• Next Managers meeting – Wednesday, May 20, 2015 – DC – 1:30pm