Managers of Library Operations - November 2014

Attending: Denyvetta Davis-DLO, Kay Bauman-DED/LO, Julie Ballou-DN, Barbara Beasley-WA, Jana Hausburg-CH, Chris Kennedy-MC, Rachel Kopchick-NW, Devin McGhee-DC, David Newyear-BI, Todd Podzemny-CT, Katrina Prince-BE, and Randy Wayland-SO.

Excused:  Melody Kellogg-ED

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

Open Discussion - Follow-up (from October Meeting) – Kay Bauman

• Paperbacks
  • Kay shared information regarding paperbacks becoming reservable.  She indicated that the original intent of the uncataloged paperback was to have a browsing collection inside of the library and there were fewer funds available to purchase them.  Additionally, many were gifts.  Carl X was unable to accommodate the uncataloged paperbacks so we now do minimum cataloging, Karen calls them ‘minicats’.  Following the original intent of the collection they are not reservable.    
  • There are still many questions regarding reservable paperbacks, such as: do we need to have them interfiled with all cataloged materials, do we need to shelve them in a manner to easily find them?  She indicated that they can be changed but it is not a simple solution.  Kay and Karen will continue to discuss this to determine which direction is best for us at this time.  
  • Julie-DN, mentioned the possibility of making the minicats a floating collection.  Katrina-BE, asked if the catalog can be updated to move paperbacks from the top of the list or make them hidden.  Many customers have become confused when they are unable to reserve them.  There are some things that can be hidden but Kay is not sure of those items.  She will follow-up to see if they can be hidden like the professional collection.  
• POS & Carl X
  • Kay briefly spoke about Point of Sale (POS) and ways that fines may be waived.  She referenced staff fines and requested that staff not go into Carl X and backdate due dates so the fine does not appear as if it was never there.  Staff are to be accountable and return materials on time so they may be available for the next customer.  
  • Right now, the POS only has reasons for waiving a fine as for sickness and weather.  This is supposed to be updated with more options.  At this time all financial transactions should take place using the POS.  Barbara-WA, indicated that fine waivers must be done one at a time.  Kay will follow up to see if Carl X is capable of performing more than one fine waiver at a time.  She informed the managers that the financial history in Carl X will only remain for six months and that additional POS equipment is not in the budget for this fiscal year.  
• Library Card Application – Version 14
  • Kay informed the managers that we can move forward and complete the Spanish language translation of the application and advised managers to  print the few copies that are needed each day.  She encourages staff to pay close attention to how the forms print out.
• Summer Reading – Incentive To Read “ITR”
  • The ITR Committee has met and the meeting minutes will soon be highlighted on the Intranet.  Kay stated that the modifications are based on feedback from all of the departments involved.  The committee will focus on ways to bridge the virtual with the physical for our customers.
  • OUT will handle drawing gifts.  Kay informed that in order to enhance summer reading participation, there will be an announcement made a week prior to the drawing, announcing what the gift is for the following week.  
  • Three locations have shared the computer sound notifications have been helpful.  Library aides are slowing down and getting items checked in.  Kay recommended trying different sounds to the managers to see which sound works best for their staff.
• Signup/Spaces
  • Kay reminded the managers of the information that Candace forwarded regarding meeting room booking.  Staff should only be entering study rooms in Spaces and complete the electronic reservation request for any other room reservation.  A Spaces class will be offered soon to highlight the software and go over the workflow for entering customer room requests. The change in room use fees was presented to the Commission. Customers are finding ways to make reservations on their own.  A terms and conditions section has been added to include a link to our room rental contract.  If Managers and staff are reserving rooms for customers they would need to send a contract to the customer and route a copy to Candace. Kay expressed appreciation for the improvement in SignUp and Spaces entries .  She stated that by being proactive the review process is getting better.
  • We are starting to enter tax help on the calendar.  When Kay asked the managers for their ideas on names for the AARP quick link, the managers agreed on “Tax Help”.  Kay indicated that this is not final as of yet and that the description may have other languages.  
  • Due to the Evanced attendance numbers disappearing.  John Rollman will routinely download them every month so when/if they disappear they are still stored.  She stated that to get caught up, he has already downloaded June 1 through September 30.  The October numbers will be downloaded at the end of November.  
  • Kay stated that she sent a note to the managers to make updates to the Strategic Plan.  A final report will need to be given to the Commission by June.  She thinks we need to wait until the new executive director arrives so he can take part in shaping the direction of the Strategic Plan.
• TLC Conference – Nashville, TN
  • Kay, Anne, and Karen attended the TLC Conference in Nashville on October 26-29.  Kay shared how nice it was to be in attendance with close to 200 other people from all over the world.  They met Mrs. Murphy, the owner of the TLC, who did a presentation of what is going on at TLC.  MLS was clearly a very important activity for TLC this past year.  There was always positive feedback about what they did for MLS.
  • Kay shared that Monroe County Library from Rochester, NY is the beta site for the next version of Carl X called, “Carl X Connection”.  The new beta version has parts TLC developed for MLS and will include the ability for customers to opt in for an email receipt and real-time notices for holds.  Last month, TLC released a beta version in a tablet version that has responsive design.  
  • Kay attended the Los Angeles Public Library Presentation geared towards ad-hoc reports.  She informed that TLC divided the sessions by the product that libraries use.  Smaller libraries use the TLC product called, “Library Solution” and the larger libraries use Carl X.  MLS is 1 of 11 libraries using Carl X.  
  • There was a dinner in honor of all Carl X customers.
  • Kay, LaVetta, and Diane attended a class called, “Talent of Strength” sponsored through the Center for Non-profit.  This session featured another tool similar to True Colors.
  • Kay informed the managers the MLS received a grant from “Inasmuch” to purchase Media Surfers. MediaSurfers are a self-checkout kiosk system for internet tablets for in library use. The system  will automatically lend iPads® to library customers, letting them use the latest mobile technology and embrace digital learning. The system also provides the necessary functions to maintain the tablets, including charging. AL, CH, RE and SO will receive Media Surfers.
  • Individual articles from Info Magazine and on our website can now be shared.  A lot of the content is being written by our staff.  Kay stated that this is another way of connecting the world with what our library offers.     
• Inclement Weather
  • Denyvetta asked the managers to ensure that all staff phone numbers are updated so they will be contacted in the event of inclement weather.  Instructions on how to update contact information is posted on the Intranet.  
  • MLSHRPay/Auto Entry
  • Denyvetta stressed the importance of timesheet accuracy.  She asked the managers to communicate to staff to disable the auto entry in HRPay and to enter actual work and lunch time on their timesheets.  This is effective this pay period November 10-23.  
  • 2015 MLO Meeting Calendar
  • Denyvetta briefly spoke with the managers regarding having a meeting or venture with the assistant managers of library operations in 2015.  She asked them to think about what they would like to do, possibly an activity or a trip. This topic will be revisited in January.  

 Kudos

• Denyvetta shared with the managers an appreciation letter from a NW customer to staff.  
• Denyvetta informed that RE librarians and circulation clerks visited NW and extended kudos to Rachel and her staff for working with RE staff.  She also extended kudos to all of the managers for helping with AL, RE and VI during the absence of a manager at those locations and for keeping things going.
• Jana-CH, gave kudos to Candace and the Staff Recognition Committee for such a nice dinner.
• Denyvetta informed that she and Kay alternate attending the Staff Recognition Dinner.  Kay attended this year.
• Denyvetta shared that she received a telephone call from Mr. Mars who informed her that MC and SO staff provides the best customer service.  He also stated that Daniel-BE, provides good service and is always eager to help him find information.

Sharing

• Circulation Forum – Julie Ballou, DN
  • Julie-DN, thanked BE for hosting the Circulation Forum on November 5.  Twenty-four people attended the forum and participated in an activity on customer service recovery which was a good session and fun.  She distributed handouts from the forum highlighting “Service Recovery after Service Failure”.
  • Kevin Sendall-LO, compiled a tips and tricks sheet for using Carl X and Denise-BO, provided handouts on how to complete cash refunds when an RFP is needed.  Denise requested  when credit cards are used for payment to send the second credit card receipt to the BO.
  • A discussion took place regarding employee fines in which Julie thanked Kay for clarifying that information.  There was also a discussion regarding child library cards with a request for them to be set to no Internet access.
  • Cheryl invited everyone at the meeting to contact her directly if a customer has cash in a prepaid account and wants to pay for their fines.  She also distributed information regarding library applications.
  • Julie shared that local suspension in Carl X was discussed during the Circulation Forum meeting.
• Other
  • The managers briefly discussed annual fee cards and thresholds.  Kay will touch basis with Cheryl regarding this topic.
• Building/Renovation projects - updates
  • Jana-CH and Todd-CON, met with Kim Cooper Hart of The City of Oklahoma City on November 21 regarding the CH Library Design.  This meeting provided an opportunity to clarify OKC/MLS’s comments added to the SD Report; to discuss the requirements of the work room area; to begin discussions regarding the selection of materials and to begin the FF&E design process.  Todd shared a couple of flyers with the floor plans.
  • Kay reported JN update and informed that she and Todd met with Studio last week.  They are now at the level of choosing some FF&E and are working on color boards to present to the Commission.  Kay shared a brief description of how the new library will look.
  • Devin-DC, reported no new updates.  She shared that The City of Del City voted to do a female veterans memorial dedication yesterday (November 11th) dedicating a statue honoring female veterans.  The statue is placed in the Del City Community Center parking lot.  Devin informed that this statue is one of only two statues of its kind in the United States and invited the managers to observe it.
  • Denyvetta shared the Todd and Donna met with representatives in Bethany.
  • Denyvetta informed that Todd and Melody are still working with the City of Edmond on additional parking at ED.
• Other
  • Donna’s last day is December 1.  There will be an invitation only receptionist held in her honor on November 21 in the DN Atrium from 7:00pm to 10:00pm.  Donna is being honored by the City Council and the City Commissioners.  There are also a couple of articles in the newspaper regarding her tenure with the library.  Denyvetta and Kay will be greeters at the reception.

Training/Workshops

• Highlights from workshops/training
  • There were no training highlights.
• Other
  • Denyvetta informed that the libraries are receiving their new copiers with fax and scan capabilities.  
  • Kay indicated the fee of ten cents per black and white copy and fifty cents per color copy.  She will update the fee schedule.

MLS Updates

• Denyvetta shared that MLS new director, Tim Rogers will arrive one week early to meet with the Commission.
• Denyvetta expressed excitement about the new email system and phones.  Twenty-five new phones have been purchased and are currently being tested by staff Downtown and in Administration.

Announcements

• Denyvetta informed that Mary Sosa is the new Commission member representing CH area.  
• Julie informed the managers about the wonderful new Arts District Parking Garage for DN staff and visitors.
• Denyvetta wished everyone a Wonderful and Blessed Thanksgiving.