Managers of Library Operations Minutes - January 21, 2015

Paycom Report – Lloyd Lovely-DED/Finance - 1:00 pm

Lloyd reported on the progress of the PayCom clock installation and training as the goal is to be paperless and in compliance with government requirements.  Training sessions will be held for staff to cover how to use the time clock and how to utilize Paycomonline Employee Self Service Login.  Staff will begin using the new time clocks effective February 16. 

Lloyd is encouraging staff to begin clocking in on the time clock now so that they will be accustomed to it when the new system does go live.  He informed that staff will also be able to clock in and out at other locations.

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

MLS/LO Partners - Updates

Processing and Sorter Issues – Heidi Johnson-TP

Heidi distributed copies of materials which had been reprocessed at locations other than Tech.  Staff is asked not to process dirty or shabby looking materials.

A question came up regarding reprocessing children’s CDs which come with a book.  Heidi said that it may be time to revisit whether to continue using hanging bags or not.  The committee formed to explore this issue is Julie-DN, Jana-CH, and David-BI.  They will survey managers and share their findings at the next manager’s meeting.

Heidi requested that color copies are made when replacing covers on DVDs.  Magazines going through the sorter are having their covers and/or pages ripped away.  Heidi reminded staff to please route magazines to other agencies through interoffice envelopes.  Please do not place magazines in the black bins because they will go into the sorter which will tear them apart.  Heidi also asked that the “Hold” labels are folded down on the bottom left corner which is the largest side on the new labels.   

Income Tax Instructions – Pauline Rodriguez-Atkins-CAT

Pauline distributed information regarding how to make Income Tax Instructions for circulating.  BID numbers were given for use of this purpose.  Julie-DN, has detailed steps on how to add tax instructions to the catalog if we choose to provide copies for customers to check out.

She also distributed a sheet of format examples speaking about the limitations of Carl-X.  Due to the number of characters allowed on the new labeling software, the Tween AMP labels and LP biographies may be affected.  The new labeling software can only print 5 lines, 10 in a line, 32 characters total. 

Pauline asked that staff consider the condition and age of mass market paperbacks when sending them in and stated that old paperbacks should not be sent in.  If appropriate, send hardback books to be added for full cataloging.  Please do not use scotch tape on ILL labels due to the damage it causes to the materials which could jeopardize our ability to borrow from the owning libraries who receive these back. 

If an article was requested and received as Xeroxed copies, check the copy out then immediately check it back in.  Contact ILL to have the record removed and give the copied article to the customer.

New records for Emedia show up on Carl-X but not in OPAC.

POS/Refunds – Denise Ryan-BO and Cheryl Mann-CC

Denise and Cheryl distributed information regarding POS/Refunds.  When a credit card is used for payment any refunds due must go back on the same credit card which takes 2-3 days for the refund to appear back on the card.  Denise will email the manager when a refund check has been issued so we can update the note on Carl-X 

Pauline added that a refund is not allowed when a customer pays for a lost ILL and later tries to return it for a refund.  The customer will have to keep the book. 

Fine history on TLC goes back 6 months which will soon have passed since Carl-X has been functional in the libraries.  If needed, Cheryl will be able to find payment history in V-Circ.  There are customers who still had money on their prepaid accounts that can be applied towards fines they currently owe.  If staff should need to do this, please contact Cheryl.   

Others

Rachel-NW, reported on the success NW had with “Tailored Titles” project on Facebook.  Every Wednesday between the hours of 2-4p.m., customers will be able to visit the MLS Facebook page and post books they like reading.  A team of librarians will make suggestions of titles that customers may like to read next.  Kay mentioned that this might be something MLS would like to do on a broader level, perhaps centralized at DN with a group of 4 rotating librarians.

Sharing

Building/Renovation projects – updates

Jana shared information regarding possible temporary sites for CH and informed that good things are continuing to happen.

Open Discussion

Library Aide Manual (Update?)

Barbara Beasley will chair the committee which will review and make updates to the current Library Aide Manual.  Rachel-NW, and Melody-ED, volunteered to serve on this committee.

Negativity Positivity in the Workplace

This year, LO will focus on positivity.  The managers discussed ways to build up staff and each other.  They will share at the next meeting their efforts to build a positive work environment.  David-BI, will share his Monday Memo in which he will include events, meetings, and remainders during the upcoming week.  He will also include positive things that staff has done.  Melody-ED, will investigate getting bracelets with a positive message and Rachel-NW, will compile responses that can be used to combat negativity.

Other

Melody mentioned that confusion still exists over the process of “Holds” gone missing.Kevin Sendall has forwarded instructions that may or may not work, according to those who have used them.Kay stated that this issue will be discussed at the next Circulation Forum, with a decision to be made at the managers meeting in February.

There is also some confusion about when to use Claims Returned and how it is intended to work.Kay will follow up on this topic.

Announcements

The date to begin budget is February 18.  The managers were asked to enter their request by March 23 to allow Kay and Denyvetta a chance to review their entries before the budget deadline.

Denyvetta shared that funding exists to send 5 librarians to ALA.  The funds will also cover the cost for non-members.  The managers were asked to share this information with their librarians.

Kay gave an overview of Summer Reading and shared that progress is being made by the Incentive to Read “ITR” committee.  The staff reading component begins April 6 and the theme is Heroes.  Librarians are selecting titles for book giveaways.  The ITR meeting minutes are now posted on the Intranet for all to review.