Managers of Library Operations - December 2014

Date:  December 10th, 2014
Location:  Downtown Library

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

Excused: Jana Hausburg-CH and Devin McGhee-DC

Guests:   Ed Dillard-SEC, Kim Terry-Mac, Anne Fischer-DED/IT, Lloyd Lovely-DED/Finance, Kelley Hoffman-HUM, John Rahhal-BUS

The managers attended the Webinar training in the Lee Brawner Room before the meeting.

Meeting called to order at 2:00p.m., by Denyvetta Davis, Director of Library Operations

MLS/LO Partners - Updates

Ed Dillard-SEC

Ed distributed to the managers a Security Information Sheet with names and positions of MLS security officers which includes security suggestions for staff.  He shared the MLS has a new security officer, Tony Gracey who began his employment this week.  Tony is a retired Oklahoma City police officer who filled in at RE  about 15 years ago on a part time basis while still active on the police force.   He will occasionally show a visible presence in the libraries.

Ed briefly discussed security suggestions with the managers and invited them to contact the Security Department for assistance, questions, or with any issues concerning security staff as soon as possible.  He asked the managers to please complete Unusual Incident Reports in a timely manner and informed that security is working on trying to get the CCTV library cameras to record on a 12 day loop.  Staff are encouraged to always be aware of their surroundings; all staff have a responsibility regarding security at our libraries.  

Katrina and other managers extended their appreciation to Ed for his visits to the libraries.  Ed stated that his goal is to visit the each library at least once a month.  

Kim Terry-MaC

Kim reminded the managers that the 301 account for printing is to be used only for marketing templates found on the Intranet.  MaC has formatted the 11x17 posters (the largest size capable of printing at the libraries) so managers can save and print. She passed around instructions on how to save and send the file to the printers.  

Kim shared that she decided to go with QuickPrint instead of Office Depot because they deliver, cost effective with the lowest library price, and have nicer printing service.  She indicated that QuickPrint was hesitant about delivery service to DC and MC and suggested that the managers at those libraries ask about delivery service upon needing printing service.

She advised the managers if they need 24x36 posters to email the file to QuickPrint and ask them to enlarge it to 200% so it will fit on 24x36. She asked them that when a printing order is emailed to QuickPrint to please contact them to be certain they received it and to confirm the correct library price.  All of the QuickPrint locations should quote the same library price.

Anne Fischer-DED/IT

Anne asked the managers if they had any additional questions regarding Carl X.  She indicated IT has received items that were thought to have been mis-sorted and stated the sorter is not the issue.  The managers were asked to inform staff that if they receive an item that seems to have been mis-sorted to run it through returns to see if it tells them to put it on the hold shelf and to be sure the screens say “Hold” before getting a receipt.    

Anne stated that she frequently speaks with representatives from POS and Carl X and informed of an upcoming update.  Sometime in mid-January to the first of February staff will be able to offer customers their receipts via email.  Customers will also be able to receive coming due notices via text.  Emails for holds will go out right away instead of the overnight process.

Barbara indicated that when doing reports the screen prompts for the administrator password each time,  alerting them to log in again and asked Anne if will this screen go away.  Anne stated that she has spoken with the POS Company and they are looking into this issue.

Anne informed the managers that staff can write the RFID tags for magazines.  They will work on the sorters and at the self checkout stations.

Lloyd Lovely-DED/Finance, John Rahhal-BO, and Kelley Hoffman-HUM

Lloyd shared with the managers that an implementation meeting for the new time clock was held with Paycom’s sales representative in attendance.  He informed that the Commission approved the new time clock and the contract will be signed on Monday, December 15, with hopes of an approximate implementation date of February 2, 2015.  

Lloyd presented a new time clock which scans the finger and assigns a unique code to each employee.  It is programmed with a 7 minute grace period and rounds to the nearest 15 minutes.  This new system is designed to protect employees from having to work overtime and not getting paid for it.  Lloyd informed that MLS is trying to eventually go paperless.

Open Discussion

Library Closing/Procedures

Denyvetta reminded the managers that staff staying five minutes after closing to attend to last minute customers in the building is still within the seven minute grace period.  This should avoid staff going into overtime.    

Other

Denyvetta shared with the managers that she received an email suggestion from Jana-CH, asking for their input regarding scanning ILL forms and emailing them to ILL.  Denyvetta asked if this is something that they would be interested in doing which will save the customer a 24 hour wait time.  

Julie-DN, informed that she will forward the electronic version of the ILL form to the managers.

Denyvetta stated that this was a great year with lots of changes and good things happening.

Kudos

Julie-DN, extended kudos to Jessica Gonzalez who spearheaded the partnership with John Rex Charter School.  She visited the school today to tell stories to the kids since they were unable to attend DN Open House.

Denyvetta passed around thank you notes from MC customers and staff.

Sharing

Building/Renovation projects - updates

Denyvetta shared with the managers that things are moving forward with CH and JN.

Melody reported no new updates on ED.  She informed that Anne-IT, along with a representative from Tech Logic Corporation visited ED to look at space for the new sorter.

Katrina shared that there will be a vote in the spring for funding to make improvements to the BE Library.  BE’s 50th year anniversary reception will be held on Monday, January 26 from 2:30pm to 4:00pm.  MaC will assist with anniversary t-shirts.

Training/Workshops

Highlights from workshops/training

The managers attended Spaces training.

David-BI, contacted Heidi Port regarding volunteer training.

Denyvetta asked the managers if the in-house Carl X trainers are helpful.  The managers agreed that the trainers are working very well.  There has been a lot of communication with PLA and positive feedback from staff.

Julie-DN, recommended a Carl X expert at every library.  Julie shared that Kellie-PLA, will offer SignUp & Spaces training for the Library Event Coordinators this month.  PLA is working on a Carl X Manual.

MLS Updates

Denyvetta shared MLS new director, Tim Rogers, will begin on January 8 and has leased an apartment downtown.  Tim is making arrangements to visit the libraries. He will be meeting with the Deputy Executive Directors and Directors then he will meet with the managers.

Denyvetta informed that there are still four MLO positions open and that the announcements have been updated to attract applicants to the system.  

Announcements

Denyvetta extended her appreciation to all of the managers as she wished everyone a very Merry Christmas and a Happy New Year.