Manager of Library Operations - October 2014

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

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

Open Discussion

Customer Appreciation Month

The managers discussed the candy and pens give-a-ways during Customer Appreciation Month.  The managers stated candy was all given out and there are pens still available.  They expressed that the customers seemed really happy receiving the give-a-ways.  

Schedule Anywhere

Denyvetta reminded everyone the November schedule should be entered utilizing Schedule Anywhere.  

Melody-ED, shared that some of the explanations in Schedule Anywhere were deleted and because this is a shared file, she asked the managers to not change any of the explanations.

The managers shared the staff have enjoyed using the app on their phones.

Damaged Items

Melody stated that ED is still receiving damaged items, cleared at other library locations.  She encouraged the managers to speak with their staff when clearing items.

Quiet Study Areas

Rachel-NW, asked the managers for their input and ideas on how they handle privacy for customers in their quiet rooms or if they have designated quiet zones.  Managers added to have signs indicating quiet reading rooms, closed off rooms, and study rooms.  

Q & A

Denyvetta asked the managers if they have any questions in general regarding Carl X or anything else happening in the system.  The managers expressed that staff is feeling better about Carl X.

Melody informed that ED is still having an issue with hold items.  Todd indicated that when CT contacts a customer regarding an item that did not get checked out, the customer believed that their items were checked out.  Randy has experienced similar concerns stating customers will call to inform that they have a book and yet it is not showing up on their record as being checked out.

Julie-DN, informed the managers that this could be happening because customers who use the self check-out stations are not waiting for the green light on the machine before removing their ticket.  Customers must be patient and wait for the light to turn green.  

Katrina announced BE is receiving their self check-out station today.  She expressed her appreciation to Julie for sharing this valuable information.    She asked the managers if their library is receiving a lot of reserves that belong to other libraries.  The managers agreed that although this does not occur every day that they are receiving anywhere from 20 to 34 reserves on some days.  

Julie shared that DN received a telephone call from a customer who was unable to place a hold on an item from home and asked for assistance.  She stated that when she looked into it she noticed that two copies were checked out, one in transit, one on the system reserve shelf and one in the Oklahoma Room which was the reference copy.  The reference copy was on the list as being “in”, however the system would not allow the item to be placed on hold until they went back to locations’ list and unchecked DN.  This way the reference copy would not show up on the list and at which point the system then allowed the item to be placed on hold.  Julie explained, that if there is a reference copy listed as “in”, it will not allow you to place a hold on the item until the home library of the reference copy is unchecked.

Jana-CH, indicated that some agencies seem to be having workflow issues for customers who check out at one Circ computer and then wish to pay fines on the POS, which is available on another Circ computer.  She asked Denyvetta if POS will remain only on one computer or are there plans to have it on other computers.  Denyvetta replied that additional equipment had not been budgeted for this fiscal year.  She will follow up with Anne regarding this topic.  

Melody shared that she requested ED staff to inform customers that there are many options to paid fines such as, the pay station or one of the self check machines.    
Denyvetta stated that the managers should have received two monthly reports from Anne regarding the money and asked how it is going.  The managers agreed that monthly reports are working well.

The managers shared that many customers are complaining that the OPAC system is really slow.  Denyvetta stated, Anne-IT, Kay-LO, and Karen-MSL, will attend the TLC Conference next week with hopes of returning with more answers.

Chris-MC, asked the managers on their feelings about adult and young adult paperbacks being reservable if it should become a possibility.  Some managers like the idea while others feel these paperbacks should float around to each library.  Denyvetta will speak with Anne regarding this topic.

Other

Denyvetta asked the managers for their thoughts on FOCUS and if they’ve received feedback from staff.  Everyone seems to have enjoyed it.   Some managers expressed that it would be nice if FOCUS hours were covered in the budget for half time employees instead of them having to flex their schedules during that week.  This impacts the remainder of the week and makes it difficult when the library is short staffed.

Denyvetta asked what policies and procedures the managers have for staff eating or drinking while working in the public service areas.  Managers informed that staff must keep food and drinks out of public view.

The managers briefly discussed what to do with items that are missing and decided that they should hold on to the list for at least two weeks because the item could eventually show back up.  

Kudos

Kudos was extended to the AdTeam for delivering cupcakes to MLS staff as a way to show their appreciation.  Staff really liked them.  Candace ordered the cupcakes from Sam’s and she individually wrapped them.

Denyvetta gave kudos to Jana-CH, Randy-SO, Todd-CT, Rachel-NW and David-BI for helping at AL, RE and VI during the absence of managers.  She informed them that their presence is really appreciated by staff.

Chris informed that five years ago two new book drops were purchased for MC.  He extended his appreciation to Curtiss who figured out how to get them installed.  All of the managers gave rave reviews to the entire maintenance team for being very personable with great attitudes.

Julie-DN, extended kudos to Buddy for stepping up every week and doing the desk schedules.  She also gave kudos to Denise and John-BO, for making certain all of DN staff’s contracts were issued and returned for the new Downtown parking garage.  They were really great in answering staff’s questions.

Melody-ED, gave kudos to Angel Suhrstedt and Donna Adamek for conducting a successful library card drive at Sunset Elementary School in Edmond.  Amy Thomas has received positive feedback as well regarding her success at the schools.  She was mentioned in the Edmond Sun.  Melody will forward the article to Denyvetta.

Sharing

Building/Renovation projects – updates

Jana-CH, passed around the schematic design for CH Library.  Todd-CON will submit the design feedback to the Architect for some clean up and then it will be forwarded to the City of Oklahoma City.  The MLS review and comments are due on October 28.  Denyvetta shared that the houses directly behind CH have been purchased.

Melody-ED, informed that she received an email from Donna who indicated that she would like to proceed with some of the internal renovation work needed for circulation.  There are no other updates at this time.

Katrina-BE, reported no new updates.

Devin-DC, reported no new updates.  

Other

Todd-CT, shared that 13 staff members attended the PCS Forum on October 21.  The first topic was wireless printing and how it has become successful to both customers and staff now being able to print from cellular phones.  The app can be downloaded from the Metrolibrary.org.  The second topic covered known issues with PC Reservation system.  Some of the glitches are make computers unconnected to be reservation system.  Todd informed the PCSes the reservation computer can be rebooted but if that does not work staff can contact IT.  

Julie-DN, informed the managers of the Circ Forum meeting scheduled for November 5 at BE.  One of the main topics will be service recovery.

Randy-SO, shared that for the last several years he has attended the South Oklahoma City Trade Show at Crossroads Mall.  This year they are partnering with Integris Men’s Health Fair at the Chevy Event Center Downtown on Saturday, November 1.  He invited the managers to send to him any materials that they would like for him to promote/display at the show.  

Denyvetta passed around an example of a damaged book that Melody shared with her.  

Training/Workshops

Highlights from workshops/training

Jana-CH, attended the “Engaging Hispanic Families” Conference sponsored through Oklahoma City Public Schools.  The conference was geared towards developing relationships with school and community agency staff.  She distributing informational handouts to the mangers that they can share with their librarians who do children’s programming.  Jana also encouraged the managers to visit familyandcommunityengagement.com and watch the engagement video.

Denyvetta indicated that there will be more Carl X training sessions.  She shared that Denise and Jeffrey-BO, are willing to travel to each library upon the manager’s request to help with staff with the POS and money.  Denyvetta will follow up to see if there will be sessions on the weekends for those who are unable to attend a session during the weekdays.   

MLS Updates

Denyvetta shared that MLS new director, Tim Rodgers will begin his first day on January 15, 2015.  Donna’s last day is December 1 and Kay will become the Interim Director until January 15.

The managers briefly discussed the variety of experience and personality of each candidate.  The managers felt  the Commission did a fantastic job in the choice they made.  

Donna’s retirement party for invited guest will take place in the DN Atrium on November 21 and on December 1, 2-4pm for staff.

Staff Recognition Dinner will be at the National Cowboy & Western Heritage Museum on November 8.

Jana-CH, shared the yearly theme: BEYOND YOU.  BEYOND YOU is a theme similar to champions used for all of the staff events last year:  Staff Volunteers, FOCUS! Staff Recognition, and the Champion’s Traveling Trophy.  With the new theme, we will be doing something different.  Every quarter our staff will focus on a different term to go beyond themselves:  Connect, Collaborate, Create, and Cultivate.   

The Champions Trophy will evolve into the BEYOND YOU award.  Four individuals will be recognized each quarter for their above and BEYOND work in relation to the term of the quarter.  The timeline is as follows:

1. The first month of the quarter, library staff will be able to make nominations online.  Self, peer, or supervisor nominations will be accepted.   No one from the Beyond You Committee will win the Beyond You award.
2. The second month of the quarter, the Beyond You committee (members from PLA, DVS, and LO and a few previous Champion Trophy winners) will meet and pick the winners based on their nomination form.  Everyone nominated will be recognized.
3. The last month of the quarter, the winners will be announced on MyMetrolibrary.

PLA will schedule training sessions to correspond with these quarterly topics.  A BEYOND YOU dashboard will also be located on MyMetrolibrary, where staff can find resources to become “Beyond You”, list of award nominees and winners, nomination form, graphics for email footers, posters, and much more.  Watch MyMetrolibrary for more updates.

Rachel-NW, is working with HUM and BO on the Human Resources system.  She share that the committee is in the process of going through demos from three vendors and informed that each vendor’s presentation styles are different yet all three comes with huge benefits.  They have been doing some hands on and one-on-one to understand all of the components.  Each of the software is equipped with time, attendance and scheduling components and they all have the same capabilities as Schedule Anywhere just with more benefits.  The software is also capable of performing paperless timesheets.  
Denyvetta extended kudos for the new vehicle wraps.  She encouraged everyone to watch the video of how the vans were wrapped.

Announcements

Barbara shared that WA has more lighting in their parking lot.  The globe lights were replaced.

Rachel-NW, informed the managers that she was told today that the north entrance to the library on 122nd street will close for at least 2 weeks due to line repair in the construction area on the corner.  She will work closely with Kim-MaC, to get information out to customers about the closing.

There was no MLO meeting in August.  The September MLO meeting was a discussing about the new ILS.