Manager of Library Operations Meeting Minutes - January 2014

Date: January 22, 2014
Time: 1:30 pm

Attending: Denyvetta Davis-DLO, Kay Bauman-DED/LO, 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.

Excused:  Aaron Bluitt-Asst/DLO

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

Open Discussion

Playaway Views
When asked for updates regarding the Playaway Views, the managers reported no major concerns.   

OLA
OLA Annual Conference will be March 31 through April 2.  Denyvetta asked for those attending OLA to submit their registrations to her by March 1.

Other
Budget requests are to be entered by March 10th so Denyvetta and Kay can review, provide feedback and, if necessary, modifications may be made before the April 15th deadline.

PLA Conference is scheduled for March 11-15 in Indianapolis.

Kudos

Katrina sent to Denyvetta a thank you note from a BE customer to staff.  She also received from Chris a thank you letter received from a MC customer to staff.  Melody forwarded to Denyvetta a thank you note received from an Edmond customer to Associate Librarian, Angel Suhrstedt. 

Angela extended her appreciation to the managers for loaning some of their staff members and to Library Operations for relief coverage so that staff could attend a memorial service for a staff member’s infant son.

LaVetta gave kudos to AL’s new security guard who dealt with an irate customer during an incident.  She informed the managers that another customer who was present at the time of the incident also complimented the security guard.  Denyvetta expressed her appreciation to AL security guard for opening the door for her as she was entering during a recent library visit. 

Sharing

Building/Renovation projects - updates

Michael informed that RE’s Audio Visual system was installed and completed on Tuesday, January 21.  He shared that they also received an overhead projector and Blu-ray recorder.  Staff is looking forward to offering these services to their customers.

Julie informed the managers that NW Audio Visual system is up and going.  Customers are excited.

Devin inform the managers that she attended the first design team meeting two weeks ago and that they will meet again in February.  DC will implement self pick-up reserves beginning on Monday, January 27.

Melody shared that the preliminary designs meeting with the City of Edmond regarding additional parking at ED took place on Wednesday.  She informed that Todd, CON has kept progress moving forward and indicated that if everything is approved they hope to begin adding 16 parking spaces in August.

Angela shared that DN will be closed for 4 weeks due to carpeting beginning March 17 on the 4th floor.  She asked the managers about housing DN staff at various libraries during the closing.  Angela will communicate the closing of the library with downtown businesses.  She is thinking of group training during the last week of carpeting.

Jana informed that she briefly met with Todd regarding the bond issue.  Kay shared that Todd informed the AdTeam that everything with CH is still on track. 

Other

Denyvetta attended the meeting for downtown’s new charter school, John W. Rex Elementary on January 21.  The school will open the next school year and will house Pre-K through 2nd grade the first year.  As the years continue they will add more grade levels.  Since the school will not have a library their plan is to use the services of the DN Library.

Angela informed the managers that next week she will meet with the principal of John W. Rex Elementary School and will give him a tour of DN Library.

Training/Workshops

5 & 6 – Business as Unusual – The Handbook for Managing and Supervising Change

Denyvetta asked the managers if they have discussed the “Organizational Change Employee Handbook” with their staff and if so, are staff members more open to change.  Managers expressed that staff seems to be excited about the changes taking place in the system. 

The managers briefly discussed Chapter 5, “Focus on Objectives” and Chapter 6, “Establishing Priorities”.

Denyvetta asked the managers if they have set objectives for their short term goals this year and to briefly share their objectives.

• Jana shared that CH will provide warm welcome packets in English and Spanish to promote the benefits of a library card.
• LaVetta shared that AL will put together a wallet size emergency plan for staff.
• Julie is working with Linda Hyams on specific training for NW staff regarding incidents at the library.  She indicated that training will begin the early part of February.
• Michael is looking to find ways to do more culture exchange at RE.  He expressed that he would like to reach out to the refugee community to come and speak at the library.

Denyvetta informed the managers that Chapters 7 & 8 will be discussed at the February MLO meeting.

Highlights from Workshops/Training Attended

Julie, LaVetta and Jana attended the OLA-sponsored Disaster Preparedness workshop.  Julie distributed to the managers risk assessments given at the training on Earthquakes, Tornadoes, Hurricanes and Nuclear Facilities.  She expressed the importance of MLS libraries having a plan for all kinds of emergencies.

Melody expressed a need to check if ED’s panic buttons are still functional.

Chris invited a Midwest City police officer to walk through MC.  He informed the managers that the officer recommended that all staff doors are kept closed from the public.

PIE Group – Updates

1. Julie indicated that over the last month everyone has had the opportunity to use the flowchart and checklist.  She shared that Kellie, PLA will be working to take some of the documents and make them interactive online.  Julie asked the managers for feedback on their experience on the flowchart. 
1. Katrina, BE stated that as she is in the process of learning more about programming and the flowchart is very helpful.  She is excited for new staff to learn about them as it can be a reminder of each step for programming. 
2. Denyvetta met with BI librarians and shared the flowchart and checklist with those who do not plan programs so they could understand the process.  Denyvetta shared with the managers that BI librarians suggested creating a clearing house with dates and subjects of programs to assist in planning.
3. Chris, MC stated that the flowchart will be helpful for new librarians coming into the system.
2. Jana, CH informed the managers of two new training classes beginning this spring. The first class is “BLT: How to Write Effectively”.  Jana indicated that she and Kim Terry have met and have an outline ready to go.  The first test group is scheduled for Thursday, January 30.  Jana asked the managers to encourage librarians to attend and would also love for managers to attend the class as well. 
1. Denyvetta encouraged all of the managers to attend the “BLT” class.
2. Julie gave a brief description of the second class “What Would Marian Do?” and indicated that this class will be good for associate librarians and new staff coming into the system to attend.  A meeting will be scheduled to set dates for fall classes.
3. Kay informed the managers that she reviewed the recorded December MLO minutes and wanted to be clear that the use of flowcharts and checklists is not optional, it is intended to be used as a program planning tool.  She extended her appreciation to Denyvetta for encouraging the managers to attend the “BLT” class.
4. Kay informed the managers that Anne, IT will begin reviewing software for booking programs and meeting rooms.
5. LaVetta invited the managers to contact the PIE Group if there are any questions regarding programming that have not yet been addressed.

Summer Reading

Melody shared with the managers that Incentive to Read (ITR) was discussed during an ED staff meeting. 

Kay shared that she and John Wood have visited many locations and will continue their visits with the managers to look at options so that customers can walk in, sign up and track their progress at any MLS Library with minimal wait time. 

Employees and their households are not eligible for drawing prizes.  Drawing prize winners must have a valid library card. 

Other

Angela, DN asked about E-cigarettes.  Kay informed that she, Donna and the Deputy Executive Directors discussed the topic and concluded that because it is disruptive, the intent is to ban the use of them in all MLS buildings.  She stated that it will need to be addressed with the Commission and that she has hopes of putting it in the February Commission packet. 

Melody, ED informed the managers that the Circulation Forum meeting will take place at AL on February 5.

Denyvetta shared with the managers a song from the movie Despicable Me 2 titled “Happy”.  “Happy” is performed by R&B artist, Pharrel Williams and has been nominated for an Academy Award.  Denyvetta suggested MLOs consider playing the song or others in the morning before the library opens to help prepare staff for the day.

Denyvetta informed everyone that she is leaving in the morning to attend the ALA Midwinter Meeting in Philadelphia.  Donna, Kim, Diane, Todd and Stacy are also attending the Midwinter meeting.

Announcements
Next MLO Meeting – AL – February 26, 2014 - 1:30pm

 “I am, was, and always will be a catalyst for change.”