Manager of Library Operations Meeting Minutes for July 2009

Date: July 22, 2009

Location: Southern Oaks Library

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

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

I. Open Discussion Budget, etc. – Donna Morris, Executive Director

• Donna informed the managers that the FY10 preliminary budget has a 4% market adjustment with a 0-3% merit increase if approved by the Commission. MLS is fortunate that our revenue is stable at this time and we are committed to keeping staff salaries competitive in the marketplace.
• Materials budget received an increase to include more electronic media and e-books. New positions for the Service Center are in the FY10 budget. The manager’s position for the NW Library rolled over from last year’s budget.
• Donna asked the managers to forward to Denyvetta or Kay, a list of changes needed to be made to their budgets. She, Denyvetta and Kay will create a standardized list that will be helpful to managers when ordering furniture in general.
• The NW Library drawings are almost 100% complete. Donna is hoping for groundbreaking in September or October 2009 with move in beginning early 2011. There has been a delay in the opening of the Service Center. The anticipated completion date is October 26, 2009 with move-in beginning in November. Friends of the Library will move in soon after the 2010 book sale.
• Teresa, PLA, attended and filmed two tours of the Service Center last week so before and after pictures will be uploaded onto Intranet for staff viewing. Staff tours are scheduled for August 4th and 5th from 4:00p.m., to 5:00p.m. Donna requested that attendees RSVP Karen in CON.
• Contractors are laying carpet at RE. The furniture is scheduled to be delivered on August 17 and the anticipated move in is mid-September. The construction on the downtown parking garage will begin in October 2009.
• Hugh Rice has indicated to Donna that it is time for him to step down as the Commission Chair. However, he has not made that announcement to the commission or the commission nominating committee yet. Donna indicated they are in the process of obtaining re-appointments for six current Commission members. MLS is working through some issues with the City of Oklahoma City regarding ADA improvements to WR, CH & BI. There was a meeting with the City on July 21.
• The City of Jones is interested in building a new library. Brief discussions have taken place regarding planning for a new library for Edmond and also with the OKC planning department for libraries in the far northeast and northwest sector of Oklahoma City. These ideas for OKC will be incorporated into their new long range plan.
• Other topics
• Donna asked the managers to forward old magazines to the Friends of the Library for the book sale. Please do not give them to customers.
• Julie, DN, shared that BJ Williams is presenting a segment titled, “Things you should know about your library” on the television show, Read About It. She asked the managers to send any suggestions to BJ.

II. Kudos, Character First, & Misc. – Denyvetta Davis, Director of Library Operations

• Kudos
• Denyvetta extended congratulations to Chris, MC, for receiving his MLIS. Weaving classes at MC are ongoing. Denyvetta gave kudos to the managers and staff for their dedication during Summer Reading.
• Denyvetta shared an appreciation note from a BI staff member regarding the observance of one of their librarians for going above and beyond the call of duty. Staff received a thank you note from a BI customer.
• Denyvetta shared an article from Kids Count Magazine highlighting CT Library. Katrina, BE, represented the library in the 4th of July Freedom Fest Parade and gave kudos to Daniel for making a nice banner. CH will participate in the Hispanic Expo on Saturday, July 25.
• Character First
• Denyvetta shared the “Character First” for July: “Gentleness vs. Harshness” (Showing consideration and personal concern for others). The five key concepts to honor are: Reach out; practice the golden rule, choose carefully; speak & act and keep peace.
• LaVetta and Jamar attended the Character First luncheon in May. Denyvetta asked the managers to inform her of their interest in attending one of the luncheons and she will forward registration information to them.
• Misc.
• Denyvetta advised the managers to attach the Securitas report to the Unusual Incident report before submitting to Library Operations.
• Denyvetta and Jamar are members of the Underappreciated Committee. A survey was performed in which 160 staff members responded and a second survey will be performed soon. Results of the surveys will be presented at the X-Change meeting in August. Staff members are encouraged to participate in these surveys.
• LaVetta, VI, is a member of the Communications Committee. She forwarded an email asking for staff feedback regarding improving the communication flow around the system.

III. Resource Sharing

• Ranchview Public Library – Jamar Rahming, DC
• Jamar briefly discussed his visit to the Ranchview Public Library and their process of eliminating the Dewey process system. He indicated there are only five libraries in the Ranchview Public Library System.
• ALA
  LaVetta distributed copies of a PowerPoint presentation from an event she attended during the ALA conference.
• Phil distributed a summary of events related to buildings, planning and renovations. He also attended the Motivational workshop at the Cox Center in early July.
• Denyvetta shared highlights from the “Safety and Security Practices in today’s libraries”; “Dealing with the Homeless” and “International Relations” events at ALA. Two Oklahomans were winners of the Coretta Scott King award. A free website has been set up to acknowledge all of the CSK present and past winners.
• Other
• Julie informed that the Northcare Group frequents the DN Library and works with the homeless.

IV. MLS News/Updates – Kay Bauman, Deputy Executive Director of Library Operations Ad Team Update

• Kay informed the managers that the new Service Center will have a change in delivery routes. She, Jimmy, Patrick, Lloyd, Karen, and Stuart have met twice to discuss the routes. Stuart rode with maintenance drivers twice to come up with the best routes. He has received data from Jimmy.
• Open discussion regarding delivery routes will take place at the August managers’ meeting. Stuart will attend to present the best delivery routes. Kay asked the managers to select two individuals to attend the meeting.
• Kay is on the Resistance to Change Committee and informed that a report will be presented at the X-Change meeting in August.
• Kay forwarded an email to staff regarding the photo printer charges.
• Kay, Donna, Kim and Karen are on the Policy and Procedures Committee. The next policy the committee will work on is related to emails, blogging, social networking, etc.
• The Safety Committee met at ED today. They will meet at and tour different locations.
• Kay attended the supervisory training session on July 21. She indicated it was geared towards teamwork and work groups.
• Kudos to Stuart, PLA, for doing a tremendous job on surveys.
• Misc.
• Rosemary invited everyone to attend the CT Library Guild cookbook tasting on August 10. The cookbooks will be available to purchase.

V. Announcements/Reminders Next meeting – August 19, 2009 – Edmond Library