Manager of Library Operations Meeting Minutes for January 2010

Date: January 27, 2010

Location: Belle Isle Library

Attending: Denyvetta Davis, Kay Bauman, Julie Ballou-DN, LaVetta Dent-VI, Rosemary Czarski-CT, Katrina Prince-BE, Randy Wayland-SO, Barbara Beasley-WA, Jamar Rahming-DC, Michael Owens-RE, Priscilla Doss-BI, Phil Tolbert-CH, Chris Kennedy-MC

Guest: Stacy Shrank, PLA

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

Denyvetta shared that Angela Thornton from Jackson, GA will attend her GOAL training DN on February 8 as the new Manager of Library Operations at ED. She will begin her first day at ED on February 9.

1. Tri-System Retreat – Stacy Shrank, PLA
• Stacy asked the managers for their ideas on possible topics for the retreat and shared that he along with representatives from the Pioneer and Tulsa Library Systems will meet to brainstorm. The managers discussed a variety of topics. Denyvetta stated that the goal is to interact, network and share the functions and operations of other library systems.
• Stacy shared his excitement of the experience he encountered while attending a meeting at the Atkinson Heritage Center in Midwest City. He asked the managers for their thoughts on scheduling the retreat at the Atkinson Heritage Center on April 26. The managers agreed.
  Stacy briefly discussed the supervisor and customer services series. He encouraged the managers to commit their staff to the entire 11 months to benefit from the series as a whole.
• Denyvetta gave the managers the option of scheduling the August MLO meeting with the Ad Team or at the new Service Center. Managers agreed to meet at the Service Center. A confirmed date will be forwarded to managers.
2. New Delivery Routes
• The managers shared that staff is pleased with the new delivery routes. There are a few concerns that some items are being damaged when unloading books and a few libraries are still receiving reserves from other libraries. Overall, the new delivery routes and bins are working well.
• A task force will review matters dealing with delivers and routes. More information will be forwarded to the managers as it becomes available. Denyvetta will speak with Patrick regarding items getting stuck to eliminate staff being injured during the process of removing items.
3. Monthly Activity Reports
• Denyvetta informed the managers that beginning with the February activities due on March 3rd the managers have the opportunity to create their own activity report format. There’s no need to continue adding leave time on the activity reports.
• Kay indicated the reason for activity reports is for the employee to share what s/he is working on during the month.
4. Tech Support Meeting – Katrina Prince, BE
• Katrina informed the Web Team redesigned the Volunteer Services page and the Literacy Voices page on the Internet. They would like everyone’s input on the survey regarding the redesign.
• MaC & the Web Team worked together to add nice graphics to the Annual Report slider on the MLS Intranet. The Web Team is currently working to redesign the teen section and the employee page.  Staff is encouraged to review MLS Internet/Intranet on a daily basis.
• Contact Cheryl Mann, CC, with the dates items were coded damaged. Managers agreed to retain books damaged by customers for six months. If books are considered hazardous, take photos and dispose of item.
• If ILL and regular items on the reserve shelf appears on the pull list before they should, please
  contact IT immediately with specific details.
5. Circulation Forum Meeting – Julie Ballou, DN
• Julie informed the managers that the Circulation Forum meeting was postponed for one week. It has been rescheduled for BI on February 10 from 1:30p.m., to 4:30p.m.
• The agenda for the meeting will include going over ground rules and icebreakers. Pam, IT and Betty, BO will speak about express check-out and a Q & A panel to include Pauline, Patrick and Betty will address delivery route issues, deposits and bank bags.
• Denyvetta expressed that she’s glad the Circulation Forum is going well. She plans to begin a Librarian Forum later this year.  She and Anne Fischer have been discussing a meeting with the Tech Assistants also.
6. MLS News/Updates, & Misc. – Kay Bauman, LO
• Ad Team Update
• Lloyd will send out the budget timeline soon.
• The Ad Team is discussing a retreat. Nothing has been set at this point.
• Donna has been in contact with the City on a groundbreaking date for the NW Library. A tentative date has been set for March 30 at 2:00p.m. Bids for construction came in under budget which allows some alternatives to be included.
• OLA is scheduled to visit and tour DN on April 20.
• Literacy Voices is scheduled for April 13.
• The possibility of adding revolving doors DN is on hold at this time.
• Denyvetta shared her experience while attending the ALA Midwinter meeting in Boston.
• Kim, MaC, is a member of the John Cotton Dana Committee and has been asked to be the chairperson next year.
• 10 marketing pieces were submitted to an award committee and 4 of the 10 won awards. An award presentation will take place in February to announce the winners.
• Karen, MSL, informed that the move to the new Service Center is going well.
• Carolyn Willis is the new Commission chairperson. Fran Corey is the vice-chairperson.
• Inclement weather procedures were discussed. All managers are encouraged to have list available in the event if inclement weather on Friday.
• Everyone is encouraged to review the evacuation procedures frequently.
• IT reported they are please with the progress of the new computers and changes at the Service Center.
• IT will give about a week notice before upgrading the telephone service. Everyone should record new voice messages as the old messages will be erased at the time of upgrade. Contact Anne if voice messages needs to be saved.
• DVS is working on revising the grant application for Friends. The turn-around time is one month.
• MTC announced that staff remained injury free during the move to the Service Center.
• Misc.
• Two areas in the evaluation standards were discussed: The “training standard” is most like the old evaluation where everything is either met or not met. The “schedule adherence” to receive a 4 rating, staff must meet all defined expectations.
• Deputy Executive Directors met with Donna to ensure that the standards interpretation is the same throughout the system.
• Tax forms may be printed if the number or title of the form is provided. Please do not print entire booklets.
• MLS email accounts are going well. Staff is encouraged to check their emails to ensure all is well.
7. Kudos
• LaVetta, VI gave kudos to circulation clerk, Shanelle Jackson for drafting a list of things to better in 2010. She titled the list “work-a-lution”. Other staff members are participating as well.
• Phil shared that CH received two appreciation letters from students at Mt. Saint Mary’s High School who were volunteers at the library. CT was acknowledged in a newspaper article for their Star Trek display.
8. Announcements/Reminders
• Announcements
• Chris, MC invited everyone to their meet and greet event on Tuesday, February 2 at 5:30p.m.
• Katrina invited everyone to the Bethany Centennial Celebration on Saturday, January 30 from 2:00p.m. to 5:00p.m. Friends of the Library funded the art which will be delivered on January 27.
• Julie, DN announced that the Asian Festival will be on February 6.
• Michael informed that RE will celebrate their grand reopening throughout the month of February.
• Barbara, WA suggested that staff put RFID tags on the page opposite of the back cover. This will eliminate significant damage to items when removing the page.
• Reminders
• Next meeting: Edmond Library – February 24, 2010.
• PLA Conference – March 23-27, 2010 – Portland, OR