Manager of Library Operations - June 2014

Attending: Denyvetta Davis-LO, Julie Ballou-DN, Barbara Beasley-WA, Emily Canniff-VI, LaVetta Dent-AL, Jana Hausburg-CH, Melody Kellogg-ED, Chris Kennedy-MC, Rachel Kopchick-NW, Devin McGhee-DC, David Newyear-BI, Todd Podzemny-CT, Katrina Prince-BE, and Randy Wayland-SO.

Excused:  Aaron Bluitt-LO

Guest:  Anne Fischer-IT

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

Denyvetta formally welcomed and introduced David Newyear as BI’s new Manager of Library Operations.  This is David’s first MLO meeting.

New ILS System – Permissions for the various roles – Anne Fischer, IT

Anne distributed “Permissions for New ILS” sheet and a “Terminology Explanations” list for various roles.  She is working on a permissions book for the various role assignments.  The managers were asked to complete the “Permissions for New ILS” sheet by marking which box staff members should have access to and return the sheet to Anne as soon as possible.  If any other roles are needed the managers are encouraged to contact Anne and she will be happy to add another column.

Anne provided some some information on key differences between our new ILS and the existing system.

• 16 patron types are needed for the new ILS system to work.  

• If a “Claims Returns or Claims Never Had” item is not found within 60 days, the customer will be billed for the item.  

• Fines and overdue notices will be separate.  

• Reminder text messages will no longer be an option.  Reminders will be sent via email or by paper. Customers will have the ability to opt out on notices.  Laura, IT, has translated all of the notices in English and into Spanish.  Delinquent accounts will no longer be measured by 60 days overdue or unpaid fines after 60 days.  A new fine/fee threshold is set at $24.99. Customers with lost items and/or fines of $25 or more will be unable to use library services.  Managers will have the ability to re-set the flag if they choose to override a customer’s fine.  The fine threshold is different for lost items.

• Two topics are on the agenda for the June 19 Commission meeting, the “Point of Sale System” which deals with exchange of monies between the library and customers and the “PC Reservation”.  Anne shared funds have been added in next year’s budget for each library to receive one new credit card machine at the circulation desk that will be hooked into the system with a separate network connection.  Customers will be able to swipe their own credit card.  

Other

Denyvetta asked the managers if they had any questions regarding the Paperback email sent from Anne.  Anne informed that she and Laura, IT, will visit each library to load collections onto Google books.  DN collections are already done.  TP will be processing items and CAT will do small numbers cataloging.

The managers were informed that Anne has all staff members set up in Schedule Anywhere.  There were questions regarding training.  Denyvetta will follow-up with Kellie and Stacy, PLA.

Denyvetta introduced Rachel as this is her first official MLO meeting as NW/MLO.  She acknowledged that Rachel attended the MLO Training DN in May.  

Open Discussion

Budget

Denyvetta welcomed questions from the managers regarding the budget.  

Some managers expressed concern about not receiving programming RFPs prepared by OUT and requested that OUT discuss RFPs with them before signing off on them.  Denyvetta will follow-up with OUT.

Managers were informed that OLA is in Oklahoma City next year and that mileage reimbursements will come from System Account 211.  Denyvetta shared funding for librarians to attend ALA/PLA has been available for several years and yet there are not many applying.  Managers shared one of the reasons for the small number of librarians applying for funding was due to the cost of membership for ALA and PLA, additional funds have been budgeted to cover non-membership registration.  Denyvetta asked managers to encourage librarians to apply next year.  If participation does not increase, funding may be reduced or discontinued.

August MLO meeting

Denyvetta asked the managers for suggestions for the MLO August activity.  Jana suggested the locked room activity called “The Escape” in which the managers briefly discussed.  Denyvetta will check on this activity.  

Julie informed that she has been trying to contact the principal at the new John Rex Elementary Charter School.  She will continue her attempt to contact him as a possibility for a tour of the school.

Other Topics

David, BI, asked questions regarding how guest passes are handled at each library.  Most libraries issue a number with the customer’s name which is reset at the end of each day.  

Kudos – Customer Service

Barbara, WA, passed around photos taken of Cheryl Coleman as Spoticus at Walmart.  She gave kudos to Kristen, OUT for doing a great job helping out.  She extended gratitude to Alma for making it her goal to visit the 5 closest daycares in the area to represent the library performing as a puppeteer and to do sign-up for Summer Reading.

LaVetta, AL, shared a letter received from a young customer complementing the library.  She extended kudos to a group of library aides who put together a rainbow project tied to colors all around the library.

Jana, CH, gave kudos to PLA and OUT for all of their hard work getting prepared for Summer Reading. 

Sharing

Summer Reading

Melody informed that ED had an issue with people signing up as a group instead of as a family.  She expressed that in order to make the change, all of the information must be deleted from group and re-entered as family.

Julie shared that most adults are still unaware that they can sign up for Summer Reading because the artwork is more catered towards the children.  She will share that information with the ITR Committee for future references.

Building/Renovation projects – updates

Jana shared CH update as follows:

• MLS Project Agreement was approved by The City of Oklahoma City on June 16.  

• The TIF Funding goes to City Council for approval on July 1: Economic Review Board approval is needed; Memorandum of Understanding between MLS & TIF board is still needed but are not critical to restarting the design work.

• Working with OKC on the Construction budget:  Proposal submitted on Saturday, June 14; MLS & OKC reviewed the proposal on June 17; OKC issued a response to Guernsey on June 18 and a revised proposal is expected.

• Todd’s guess is that the design work will restart around July 8.

• The Land Purchasing process started around June 3.

Katrina stated that on Monday, June 16, Donna visited with Deanna Hanna of Bethany Improvement Foundation.  Bethany Improvement Foundation promotes different projects for the City of Bethany.

Devin, DC, shared that the land purchased for the new DC library has been cleared.  There are no additional updates at this time.

Melody informed that Todd spoke with Edmond’s Assistant City Manager.  Todd is also attending the meetings with Edmond Capitol Project and Financing Task Force to finalize a list for City Council regarding what funding to use.  

Library Aide Training – Rachel Kopchick, NW

Rachel distributed NW Shelving Training Instructions for Staff and Shelving Check Process for Library Aide Supervisors as she briefly discussed the training process for NW library aides.  The training process begins immediately after hiring and will take just under 3 months to complete.  
NW has 3 library aide supervisors responsible for 22 library aides.  Each supervisor is responsible for 7-8 library aides and serves different roles that are shifted periodically as follows:

• 1 LA supervisor is responsible for monthly scheduling and timesheets and will also perform shelf checks.

• 1 LA supervisor is responsible for the training process who communicates LA’s progress of training with the other LA supervisors.

• 1 LA supervisor is responsible for appearance checks and holding regular meetings pertaining to that staff. 

Rachel informed the manager that she will be happy to electronically distribute the training information upon their request.

Training/Workshops

Highlights from workshops/training

Denyvetta shared that some managers attended Leadercast.  

Rachel, NW, enjoyed attending Leadercast and shared how the first presenter, Andy Stanley mentioned that supervisors should go to their staff and ask the question, “What can I do to help you?”  She found that asking her staff this question has really been quite welcoming as they showed appreciation for her asking and she has noticed that it allows them to be more open with her. 

PPC – PIE Group

The managers were distributed given handouts of the PIE Flow Chart, Program Planning Checklist (PPC), VF 110 Metropolitan Library System Mission Statement. SMART Goals, and the Strategic Plan 2012-2015 Brochure.  

Julie, LaVetta and Jana lead a brief discussion on ways to come to a decision process when planning a program.  The managers also discussed Customer Appreciation Month, how does it help promote MLS Mission Statement and the Strategic Plan, is it likely to be successful based on past years, and how the libraries can be more consistent system wide.  

Denyvetta asked the managers to give it more thought on how long Customer Appreciation should last and if prizes are needed for give-a-ways.  Further discussion will continue at the next MLO Meeting.  

Reminders

Denyvetta reminded the managers to submit signed measurements for appraisals and to remember to change the date at the top of the measurement form.  Appraisals should be forwarded to her in a sealed envelope to protect the employee’s confidentiality.  Denyvetta requested that one copy of new employees signed standards and three month informal appraisals be forwarded to her.

Denyvetta is included in full time interviews and will sit in on other interviews if asked to do so.  She expressed how vital it is to hire exceptional excellent employees who will excel.

Announcements

Next MLO Meeting – Wednesday, July 16, 2014 – 1:30pm - MC