Manager of Library Operations Meeting Minutes for August 2005

Date: August 24, 2005

Location: Del City Library

Job Shadowing - Felicia Pinkston, Oklahoma City Public Schools

• Handouts
• Career and Technology education—created job shadowing database
• Flexible—can be 2 hours or 2 days or longer
• Usually 2-3 hour period for both middle and high school students
• Do not have to give them something to do, but allow to follow around
• Would like to be able to include MLS libraries into the database
• Can serve to recruit people into profession
• Average of workers is 48—building—will be retiring in next few years
• Liability—covered through arrangement w/ Junior Achievement
• $1,000,000 coverage—never been used
• If you would like to have students come shadow, fill in bottom part and fax or email (DD has email) – does not guarantee that anyone will sign up.
• Helpful hints included: attendance verification form is included as well as the evaluation of the student and the experience
• If we want to see the job shadowing info on school’s website: go to www.okcps.org on right side, link to Employee Central <click>menu on top, choose Departments, drop down menu to “Career and Technical” <click> --job shadowing is one of the choices and there is a description:
  Link at bottom—database – organized alphabetically as well as around 16 job clusters from US Dept of Ed - employer forms, etc.  Students are typically 16-18 (transportation issues). Makes a huge difference to the students to be able to be in the workplace—
• All students enrolled in a career/tech class are required to do a job shadow, either virtual or real. 
• Several careers or career clusters are listed with each company. 
• Phone number and name are on front page.
• Felishia Pinkston at 587-0071

Open Discussion

Summer Reading

• Volunteers were great.
• Committee will be looking at summer reading—input is important
• Need more materials—look at number of people enrolled—not finishers
• Dana--hope to make distribution more efficient
• Cheat cards were good as was training for the entire staff/system

Surveys—Charla Long, PLA--researcher. 

• Summer reading survey in development—will attend programmers meetings (has done children’s)—will ask about involvement of staff
• Wants to start collecting demographics for surveys.
• Survey online and also to be able to print from Intranet.
• A lot of open-ended questions, as a means of seeing what questions exist.
• Will also do one for customers.
• Only doing staff this year since program has finished.
• Charla started August 1st.
• Programmers recommended waiting since the program is so far through.

Demographic Info. 

• Will ask for last 4 numbers of ss# so each person has unique id (along w/ hire date) *”source” will help to be able to track input.

Baby’s First Library Book—Dana in Outreach

• About a year ago, got a $19K grand from ODL for board books (Gary Phillips).
• Some money was put into collections.
• Cards—first library book/double fold.  Have 2600 books to give away. 
• Want to give the cards to people who don’t have library cards—would be done by anyone on the staff—be creative.
• Tell Dana what you’ve done—no time limit, but Dana will need to do a report. 
• Will send cards and books to manager w/ our name on it. 
• Send first part pact to Dana for tracking—  
• Make it positive—can opt out of making them get a library card. 

Computer Use Group Update—Mary Patton

• Would like to have an update at each meeting
• Member: Karen Bays, Randy Wayland, Mary Patton, Denyvetta Davis
• See h/o
• Reviewed all library’s approaches—
• How to assign customers to computers
• Dislike the printing abuse and the backdooring and card abuse
• Real work of the committee: to reduce the number of different configurations of computers available
• Signup will be the same for all
• Designate catalog only—no databases on these
• All or most of the rest of the computers would be configured so they will all be the same—1.5 hrs of use at all machines
• Signup—
• Aug 10 meeting—computerized sign-up system—prototype
• Notification process is not clear—notice boards (e.g., airports), flashing pagers (like Outlook), privacy issues in notification process
• Clustering or non-clustering the non-catalog computers
• How many CyberMars will each library need?
• If databases are used, that will count as part of 1.5 hours
• No advanced scheduling: sign up on a wait list
• A work in progress—and they want input
• Karen Bays—children’s email access: filter has “no access to chat” checked
• Outside authority makes decision

“Error Book” Rosemary Czarski see h/o

• Used at Choctaw—designed to be a training tool to see where actually making errors
• Errors by subject—
• See Table of contents
• Designed to see trends: problem cannot be fixed if employees do not know what the problem is
• All sins are cyclic in nature—area of concentration
• A reminder of the whole job
• “Miscellaneous” -- computer wasn’t checking out books properly but identified this way—everyone contributes—gives a tracking device

Hispanic Expo & Managing Multiple Projects Workshop—Phil Tolbert
Workshop: Skillpath “Managing Multiple Projects”
See h/o

1. Gaining control of the workday--“frame of mind”
2. Identifying and setting priorities--see Covey’s quadrant—stay proactive
3. Time management--organize workspace, files, phone calls, interruptions
4. Project management--a beginning, an end, and a schedule for completion method of managing: Flowchart, Gantt Chart, Network Diagram
5. Interpersonal communication--nonverbal (tone of voice) 93% Words 7% may be important if asking for help or delegating

Hispanic Expo—Greater OKC Hispanic Chamber of Commerce Expo

• Library had a booth—Barbara says we should all go to this expo
• Showed Spanish Language newspapers that had done stories on the library slides that were shown in the booth at the expo—
• Hourly drawings—announced w/ a bell ring at the top of each hour showed pictures from the Expo—
• Families—wanted bilingual books so parents can work with children—what the children requested

After School Cool & Teen Advisory’s Zine—Randy Wayland

• Photos from the After School Cool—program been done for a couple of years
• Zine—teen advisory board beginning to form: done some open mic nights
• Interviewed local band
• Had a booth at Southwest Trade Show—good experience

Program flyers passed for viewing
Unusual Incidents

Susie at RE—August 10, 7:45—fire in the building—trash in the restroom

• Called police, assigned a case number
• Went to tidy up the restroom—asked janitorial crew to wash down the walls
• Alerted Patrick and Denyvetta
• Recognized person on the video—
• Working w/ Arson Investigation

Phil at CH—August 9—Richard Decker—signs name as Jehovah

• Ability to see others and talk to them
• Frequently have to ask him to lower his voice
• Started putting his hands in his pants and pulled them out—security guard asked him to leave-
• Phil addressed directly—
• Notified guard to call police if it occurred again

De at MWC—a regular waiting at the door

• Couple of weeks ago, started exhibiting odd behavior
• Threatening actions toward staff: harassment of people sitting at computers next to him, said something to Dave Mack about blowing up the library
• Began walking along the walls and avoiding service desks
• Contacted crisis intervention team at police dept
• Officer talked to him before it opened—customer was on medication that might have been causing the problem, got him to understand that his behavior was threatening-Officer got a commitment from him to go to his doctor: officer got doctor’s name and contacted the doctor

Kay charged managers to contact local police department before it happens to see who and what and how to contact
Stacy reminded us of his conversation w/ Officer Nash—who said not all police departments had this special crisis intervention training

Other

• Paper cranes needed for project at MWC
• GED at DN
• Book Club for Teens at RE: black Indians, A+ academic
• Focus Update—Stacy Schrank Focus!2005 “Get on the U Express”
• See handout
• Monday, October 10, 2005 Clarion Meridian Convention Center,
• Quick Trip CEO Corporate Culture: what makes them so successful: 19th most popular place to work from Forbes 100
• Break out sessions—will have 4-5 sessions to choose from at each (4 sessions)
• Different topics: Sally Burke, Integris health—interadctive/workplace dynamics
• Jim Freedeman: Moore-Norman—juggling umpteen tasks
• Capt Nash—Crisis Intervention team
• National Park Service—bombing memorial—national park outings in OK
• PEOSH—ergonomics—to make work settings better
• Karen Massey—registered dietician
• Sue Ellen Ryman--improv group will do creative customer service
• NAMI—another session Wayne McGuire—will be coming along w/ education coordinator
• Lunch—opportunity to visit partners: OU Library School, retirement, Mass Mutual, Red Cross, Pacer, MidFirst, Chance to Change, Staff Assoc, United Way, MECU,
• Glucose and cholesterol screening—all done at lunchtime

September 5

• Flu shots registration begins
• Part-time employee participants
• Will need to make choices on sessions to attend

September 23

• Flu shots
• Part-time staff registration

Kay-Adult Certification

• How do we deal w/ visitors—still have to fill out the form or something to get the visitor card
• Be sure visitor’s name is somewhere
• Cheryl Mann is redoing the notebook
• Customer may have internet privileges suspended (not the entire library or borrowing privileges): put a special stop that says they cannot use the internet: Circ can override to check out materials

Tech Support Meeting—discussion of possibility of putting # of reserves that a customer can put on to 30—no firm implementation date, but soon

• Met w/ Donna 87 people would be impacted—11 were staff
• Will limit staff cards—may not limit departmental cards—Kay will ask Jimmy for clarification
• Will not require lots of time to implement: have one customer who has 400 DVDs on reserve

Chart of appraisal scores “Information only”

• Average score of appraisal scores from each location
• Locations identified only to each manager
• Average of manager’s scores was also included

Discussion of access issue on agenda for tomorrow’s Commission Meeting

• Have to be prepared for whatever happens
• Not a war—have to be able to provide excellent customer service no matter what our bosses say or do

Announcements

• Dana: Tim Tingle will be at Septemberfest—all day—telling stories
• Randy—new thermal printer for circ desks—has a drop in roll of paper
• Still use old ones until they wear out
• Will be able to change the font—will see bigger font
• Only date due will be bolded

Meeting adjourned at 4:28
Next Meeting, September 28, 2005, Friends Event Room
Downtown Library