Manager of Library Operations Meeting Minutes for January 2008

Date:  January 23, 2008

Location:  Belle Isle Library

Attending: Denyvetta Davis, Kay Bauman, Karen Bays, Barbara Beasley, Rosemary Czarski, Priscilla Doss, Mary Patton, Katrina Prince, Phil Tolbert, Randy Wayland, Melissa Weathers and Deb Willis.

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

1. Open Discussion
• Follow-up: Topics discussed at previous meetings Sacred Cows – Adaptability & Tolerance for Ambiguity
• The managers shared ways their staff members are adapting to the many changes made by the library system, and briefly discussed the importance of sharing system changing information with staff. Managers indicated that they understand that it is their role and responsibility to keep staff informed and to help them understand that the decisions made by administration are in the best interest of the system as a whole. The managers agreed that staff has been more tolerate of ambiguity and open to the changes.
• Roving
  Managers briefly discussed how roving is being initiated in their libraries and the feedback received from librarians.
• Employee Conflict
  Denyvetta asked managers, what new strategies and techniques have been implemented to help resolve employee conflicts.
  Managers stated that they encourage staff to first try and work out conflicts amongst themselves before presenting the issue to the manager. Managers feel that staff is doing better in dealing with conflicts.
• MLO Goal for 2008
• Denyvetta talked about the additional goal for 2008 that she emailed to managers. The goal is to:
  Develop and implement a plan to make noticeable improvement in creating and maintaining an inviting, welcoming environment for customers, all day, everyday at the ___________________ Library.  The plan must include 100% staff participation.  The plan will be due on or before March 31, 2008. Quarterly progress report will be due by June 30 and Sept. 30.  A final report on success of plan will be due on or before December 1, 2008.
  Denyvetta asked managers to print, sign, and return a copy of the goal to LO.
• Kay stated that we need everyone to be involved in making the new vision statement a reality.
• Kay, Denyvetta, Kim & Candace regularly meet and are in the preliminary stage of developing a new concept for customer service and personal accountability and discussing brain storming ideas which will require 100% staff participation.
• Candace shared a plan implemented and currently used by the Marriott called “Basics”.  It is a customer service technique used on a daily basis  that allows staff members to share, review and use ideas as the focus of day.
• Kay stated that the telephone survey for the baseline strategic plan is currently in play.
• Strategic plan is about noticeable improvements.
  Other Topics
• Computer Challenge – Deb Willis, MC
  Deb received correspondence from Kristen Williamson regarding teens crowding around the computer sign up, preventing other customers from signing up for the computers.
• There are a significant amount of teens gaining access to computers using library cards belonging to other persons.
• Safety rules– Powerpoint presentation – Deb Willis, MC
• Deb emailed Candace McDaniel regarding implementing a PowerPoint presentation that will serve as an introduction to the system’s safety rules and invited the managers to contact her with safety suggestions to be forwarded to Candace.
2. Kudos & Misc. – Denyvetta Davis, Director of Library Operations
• Kudos
• Denyvetta gave kudos to ED for an article that appeared in the Edmond Sun Newspaper.  She also shared an article from The Sunday Oklahoman regarding the advantages of the Del City Community Center.
• She shared an article from the Metrofamily Magazine received from Katrina, BE, that included a quote by Ann Aliotta, ED, and a book review  written by a BE customer.  The customer included comments from Daniel Fields, BE Librarian in writing the review.
• Denyvetta received a letter from the author of the book, You Don’t Need a Title to be a Leader.  She indicated he enjoyed her book review in  Black Enterprise Magazine and is pleased to see fans of the library system.
• Melissa, DC, stated that the new Del City Commissioner is interested in helping the citizens of Del City and would like to get better lighting  for the parking lot.
• At the December 2007 Library Commission Meeting, Karen, ED, hosted a tour of the ED Library for the new commissioners. She highlighted  services the library offers.  Denyvetta stated that the tour received rave reviews from the new commissioners.
• Donna would like tours highlighting the library services to be provided at each location hosting a commission meeting.
3. MLS News/Updates – Kay Bauman, Deputy Executive Director of Library Operations
• Ad Team Update
• Lloyd distributed the budget timeline in the AdTeam meeting. The RFID project was discussed.
• Denyvetta spoke of her experience at ALA Midwinter
• Kim discussed Black History month.
• Candace indicated that customers are contacting her regarding visits to the opening house and the opportunities to return; Kay discussed the telephone survey.
• Donna, Todd & Kay spent the day interviewing with the architects; Donna, Todd, Kay & Denyvetta meet every two weeks regarding the RE floor plan.
4. Resource Sharing
• Facilitator - Mary Patton, DN
• Mary discussed the book entitled Management Challenges for the 21st Century, written by author, Peter F. Drucker.  Mary stated the author listed at least six or seven learning styles in the book and a few of those learning styles are:
• Figuring out if you’re a reader or a listener.
• Becoming aware of what your strengths are.
• Dealing with adverse situations.  The managers briefly discussed what they believe their learning styles are.
5. MLS Partners - Updates
• Winter Readfest – Anita Roesler, OUT
• Handouts were distributed describing guidelines and updated information for the 2008 Winter Readfest beginning on February 1 through March 31, 2008.
• A reminder postcard will be mailed on January 30, 2008, to all of the participants of the 2007 Winter Readfest. Jerod Gerfen is currently delivering all of the brochures and paperwork to the libraries.
• Anita extended her appreciation to Friends of the Library for a grant received in the amount of $5,000 to assist with the purchase of new bags.
• She requested of managers to turn in their stats every Tuesday by 9:00p.m., and stated all enrollment cards will be routed to her at the end of the program.
• Anita informed that Winter Readfest is advertised in the February issue of MLS Info Magazine and Doug Bentin will do a press release. Kim Terry is speaking with Channel 9 to possibly schedule Anita for the early show.
• “Training Times”, Mentoring Process & Leadership MLS – Stacy Schrank, PLA
• Stacy informed managers that all the information regarding the second Leadership MLS class will be on the Intranet January 24 and pictures of the graduation ceremony for the first class are already on the Intranet.
• The second class will consist of five members to begin in mid March 2008 through the end of October 2008. The group will tour different size libraries and departments to observe different aspects of the system.
• Applying for Leadership MLS requires filling out an application, drafting a leadership statement and a recommendation from the immediate supervisor.
• Stacy indicated that mentor training was completed at all locations last week with the exception of CH & RE. RE doesn’t have a mentor yet, so mentors from other library locations will facilitate. He discussed the Mentor Manual and the changes made and added to the Intranet website.
• A demonstration of the new training website was given with kudos to Kelly Bradford for updating the site. Cash drawers, paper money & checks for training staff were distributed to the managers. Mentors will access to download training checks from the mentor site. Red Cross training booklets were also distributed to the managers.
• Stacy informed to meet the needs of staff they will begin looking into administering classes in the evenings and Saturdays.
6. Announcements/Reminders
• The homeless census will be complete on January 31, 2008. DN will be a point of contact.

Next meeting date scheduled – February 20, 2008 – Ralph Ellison Library at 1:30p.m.
Follow-up: Whole System Thinking will be on February’s agenda.