Manager of Library Operations Meeting Minutes - April 2014

Date: April 30, 2014
Time: 1:30 pm

Attending: Denyvetta Davis-DLO, Julie Ballou-NW, Barbara Beasley-WA, Emily Canniff-VI, LaVetta Dent-AL, Jana Hausburg-CH, Melody Kellogg-ED, Chris Kennedy-MC, Todd Podzemny-CT, Katrina Prince-BE, Angela Thornton-DN and Randy Wayland-SO and Todd Olberding-CON.

I.    Tour of Norman West Library – Lisa Wells, PLS

Lisa Wells, Assistant Director for Library Services at Pioneer Library System, led the library managers on a tour of the new Norman West Library which includes their administrative offices. 

II.    Open Discussion

Norman West

The group commented on the Norman West library iPad dispenser and the Pioneer’s two-week training for new employees.  The Norman West Library has an open, inviting feel, and they appreciated the café in the library.  

Summer Reading/Assessment

Discussion was held about the assessment over the summer reading software and policies. Library Operations received a lot of feedback. The assessment was intended to ensure employees were prepared to help customers sign up and manage their summer reading activities.  It is not a test; it is a learning experience.  Denyvetta reminded managers of the MLS Service Philosophy, assuming good intensions unless proven otherwise.  Employees should keep in mind the intent of the assessment was positive and not an attempt to trick or deceive.  Keeping the MLS Service Philosophy in mind will aid and enhance the learning process.  Employees are encouraged to search for the answers on the Summer Reading section of the Intranet and to work through the process in small groups if needed.  If employees need more than two attempts to pass the assessment, please contact PLA.

The staff summer reading program and scenarios used for learning provided an overview and trial run for the actual summer reading program.  This is just the first of many changes to affect all staff.  Everyone needs to keep this in mind and to take responsibility for their own learning and make adaptations to the learning requirements as needed.

Heidi Port will be working with the volunteers on matters of confidentiality and privacy.

Executive Director Search

Managers shared their thoughts about the meeting with Bradbury and Associates, the search firm hired by the MLC to help find a new Executive Director.  It was nice to hear their timeline and process for recruitment and selection.   Staff were pleased and surprised to be asked their opinions.  The firm described the ways and places they use to recruit and announce the position.  Staff appreciated one of the members was a retired library professional.

May MLO meeting

At the next library managers meeting, instead of meeting in CT as originally scheduled, we will be meeting in the DN computer lab to learn and enter room entries into “Sign Up,” the new room scheduling software by Evanced.  Prior to the meeting, Planning will be working with the library managers (or representatives from libraries) in relation to the working data in the existing mlsRoomManager and mlsEvents software.  The day of the meeting, managers will receive an overview of the system.  After the briefing, they will begin entering data from his/her library location in the new software.  The Signup and Spaces committee and Planning will provide by one-on-one assistance. Depending on how long that process takes, we may or may not have a regular meeting.

Denyvetta asked the PIE group to facilitate a discussion at the June meeting and use the PPC (Program Planning Checklist) for reviewing Customer Appreciation Month so all managers are familiar with the process.

Melody announced that the Circulation Forum is scheduled May 7 at NW.  Kay Bauman will present the latest information on new software.

III.    Kudos

Julie, NW, announced that the PIE committee spoke at the Staff Association and were well received. Jeremy Tittsworth is this year’s chair.  He is working to create a  positive atmosphere for staff in Staff Association.  He is soliciting information from staff in hopes of rebranding the organization.  It was suggested that the PIE presentation could be made at FOCUS.

Several managers shared kudos to, about and for DN staff who worked in other libraries in April.

Emily, VI, praised Curtiss Ray, Albert Brown, Russell Pierce, and Roberto Soto from MTC.  A shelving unit had detached from the wall on Sun, Apr 6.  MTC responded and completed the repairs within two hours.

Chris, MC, also praised MTC for getting the Circulation Desk refinished.

IV.    Sharing

Building/Renovation projects - Updates

Jana, CH, announced that the City of Oklahoma City fully funded the renovation of CH via TIF district financing.  Design work is expected to start in June.

LaVetta, AL, announced that the City of Oklahoma City wants to include a building for the Almonte Library as part of the 2019 bond issue with an opening date of 2024.

Devin McGhee, DC, reported that the old bowling alley has been demolished.

Melody, ED, reported the agreement between MLS and the City of Edmond was not completed in time for the April commission meeting but hopes it will be completed in time for their May meeting.

Barbara, WA, the City is Warr Acres is working on a solution to move the mailboxes currently located in the library’s parking lot.

Angela, DN, said the carpet installation was completed and the shelving is in place.  The lounge chairs are on back order.

Chris, MC, shared that he and Tracy Thompson, Melody Kellogg, Angela Thornton, Devin McGhee, Emily Caniff, Kim Terry, Donna Morris, Diane Sarantakos, and Sarah Blaney attended OLA Legislative Day and were able to see quite a few legislators.

V.    Training/Workshops

8 & 9 - Business as Unusual – The Handbook for Managing and Supervising Change Managers briefly discussed Chapter 8, “Promise Change…and Sell It (Carefully)” and Chapter 9, “Get Resistance to Change Out in the Open”.  Chapters 10 and 11 will be discussed next.

It was recommended managers demo other libraries using TLC’s CARL-X ILS at staff meetings.  Some libraries mentioned were LA, Broward County, and Chicago Public.

Highlights from Workshops/Training Attended

Julie and Jana taught “What Would Marian Do?” twice in April.  Devin attended and took a librarian and circulation clerk with her.

Jana, CH, taught BLT with Kim Terry.

Randy, SO, described a session he attended at OLA.  Wister PL transferred their collection from the Dewey Decimal System to Subject Headings.

Denyvetta reported that there were 69 applicants for the Security Manager position and asked managers what qualities they would like to see in the candidate selected.  Communication, organization, and customer service skills were recommended.  A police background is not necessarily a requirement.  The Security Manager should be able to communicate directly with the guards.  It was also recommended that the guards receive Prepare training annually and/or training from the book “Black Belt Librarian.”

VI.    Announcements

Next MLO Meeting – Thursday, May 21, 2014 – DN Computer Lab

This is Angela’s last meeting with the system, and Denyvetta wished her well.  Angela said she had enjoyed working with everyone and hopes we find a good Executive Director.