Manager of Library Operations Meeting Minutes - February 2014

Date: February 26, 2014
Time: 1:30 pm

Attending: Denyvetta Davis-DLO, Aaron Bluitt-Ass/DLO, Julie Ballou-NW, Barbara Beasley-WA, Emily Canniff-VI, LaVetta Dent-AL, Jana Hausburg-CH, Melody Kellogg-ED, Chris Kennedy-MC, Devin McGhee-DC, Michael Owens-RE, Todd Podzemny-CT, Katrina Prince-BE, Angela Thornton-DN and Randy Wayland-SO.

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

1. Open Discussion

   Safety training
   A large number of MLS employees did not complete safety training this quarter.  The managers were asked to check and score staff appropriately on their appraisals.  The managers were concerned that safety training is being assigned to staff later than normal which is impacting the completion of the training.  Denyvetta will follow up.  

   Inclement weather
   Denyvetta asked the managers to remember to enter inclement weather in HR/Pay and to complete and submit their leave forms.  It is required that all employees enter this leave.

   Denyvetta checked with all libraries to ensure they were equipped with ice melt and to confirm someone is assigned to handle that task when needed.

   Drinks in libraries
   Denyvetta informed the managers a customer reported to Library Operations that he was only allowed to bring in bottled water during a recent library visit.  She asked the managers how their location handles food and drink issues in the library and expressed that all locations should be consistent.  All managers agreed to follow a guideline of no food or drinks at public computers and food is acceptable only in lobby areas.  Drinks with any kind of lid are allowed everywhere besides at the public computers.

   Use of personal devices to assist customers
   Currently, some staff members are using personal devices as a form of demonstration for customer assistance. Managers should be concerned of this personal use in the event of a theft of an employee device and/or private information. Some managers expressed concern regarding the current MLS devices becoming outdated and not including newer devices such as the Kindle Fire.  All employees are encouraged to only use library equipment when assisting customers.  Denyvetta will follow up with IT to discuss purchasing some newer devices.

   MLS Funding for librarians to attend conferences
   Denyvetta shared that the funding opportunity for librarians to attend conferences is a result of the Culture Survey.  There are five conference opportunities for librarians to attend each year and only two librarians applied to attend PLA this year.  Denyvetta asked the managers if there are factors involved causing the lack of applications.  Brief responses included the prohibitive cost of ALA/PLA membership, librarians who do not qualify due to half-time status, have less than two years of employment or scheduling issues. 

   Denyvetta explained reviewing appraisals is part of the approval process.  The two year qualifier allows for more than one appraisal to be reviewed. She encouraged the managers to promote this opportunity to their staff and informed managers that Library Operations must have participation for the program to continue.  The managers are also encouraged to see if librarians are interested in attending ALA in June and if enough interest is taken, Denyvetta will follow up to see if this would be an option as well.

   Budget
   March 10th is the deadline for budget requests entries.  This will give Kay and Denyvetta the opportunity to review the entries and provide feedback before the April 15th budget deadline.

   A question was asked if a budget request is required to change a pc specialist from part-time to half-time.  Denyvetta said this is topic is being addressed.  A request was suggested that a change of job description and standards be made for both pc specialists and librarians to include assisting with downloadable media.

   Denyvetta asked the managers if the title change to pc specialists improved the understanding of the job responsibilities.  The managers responded that job applicants now seemed to be more on target for the position.

   Other
   Denyvetta announced the MLS Commission approved the ban on E-cigarettes inside of the libraries.

   There are many March 1st deadlines which includes AVL submissions, chemical inventory, MSL budget and meeting room information.

   Stacy, PLA is preparing for Summer Reading training.  At every location  summer reading will be a team effort.  Pre-registration opens on May 15th.

   Denyvetta will follow up on whether library card applications can be created as individual sheets.

2. Kudos

   Denyvetta extended her appreciation to Chris, Michael and Todd for providing home-baked treats for the managers’ meeting.

   LaVetta was proud to share the AL newsletter with the managers.

   Melody received thank you notes to staff from ED customers.  She also shared a thank you email received from a customer to David, Asst. MLO.

   Randy shared a Black History Month newsletter created by a SO staff member.

   Denyvetta attended the unveiling of the RE stamp.

   Devin expressed kudos to DC librarians for developing a good partnership with local schools.

   DN hosted a tour for the All Saints Catholic School.  Angela shared some recommended read flyers that DN created for different ages.

   Michael, RE shared a letter received from Toastmasters regarding a thank you plaque.

   Julie gave kudos to NW library aide supervisors for their consistency and hard work training library aides.

   Jana, CH thanked all of the managers who approved staff members to attend the “BLT” and “What Would Marian Do” classes.

3. Sharing

   Building/Renovation projects - updates
   Devin reported that the first hole has been made to demolish the bowling alley to make way for the new DC building.

   Jana shared that MLS has formally submitted a request to The City of OKC for additional funding and that CH has advanced to Phase 2 of a 5 step process.  Todd anticipates the design work will begin in late April.

   Melody informed the managers the architect has been given the approval to do the final design for ED parking.

   Michael is interested in knowing whether a future consideration to add more parking space at RE is possible.

   Denyvetta reported on the planned re-carpeting for DN in April.  The 4th floor will be the first to be carpeted and the 3rd floor will soon follow.

   Katrina is pleased that the huge pothole in BE parking lot has been repaired.

   Aaron, LO shared with the managers the groundbreaking at JN is planned to take place in 2015.

   Other
   Denyvetta announced that David Luurtsema has been selected as the new MLO for BI.  David is from Illinois and will begin his first day on March 17th.

   Todd, CT indicated that the PCS Forum in April will focus on the communications between pc specialists and librarians.

   Julie asked for feedback from those managers who have set up lactation rooms at their location and how the space was arranged. Brief discussion followed.

   Denyvetta asked the managers if their location provides building access for library aides.

4. Training/Workshops

   6 & 7 – Business as Unusual – The Handbook for Managing and Supervising Change
   Denyvetta asked the managers for feedback on what kind of priorities they are working on.

   The managers briefly discussed Chapter 6, “Establishing Priorities” and Chapter 7, “Nail down each person’s job”.

   When asked if librarians were assigned to rove, managers’ responses included specific assigned time for roving, roving during desk time and assigned time on the floor which included collection maintenance/roving combination.

   Denyvetta asked the managers if they have finished reviewing the “Employee Handbook for Organizational Change” with staff.  She encouraged everyone going to PLA to visit the TLC booth.

   Randy attended the Dale Carnegie training for “High Impact Presentations”.  He found it to be a very effective training.

   Jana and Julie shared feedback regarding the “BLT” and “What Would Marian Do” classes.  They informed both classes are going well.

5. Announcements

Next MLO Meeting – Thursday, March 27, 2014 –

• 11:00am – DN, Room A/B, 4th Floor
• 12:30pm – Lunch – Devon
• 2:00pm - Devon Tour

“If you live the question, life will move you into the answer.” Deepak Chopra