Manager of Library Operations Meeting Minutes for March 2013

Attending: Denyvetta Davis-DLO, Aaron Bluitt-Asst/DLO, Barbara Beasley-WA, LaVetta Dent-AL, Jana Hausburg-CH, Melody Kellogg-ED, Chris Kennedy-MC, Devin McGhee-DC, Michael Owens-RE, Katrina Prince-BE, Angela Thornton-DN and Randy Wayland-SO.

Excused: Julie Ballou-NW and Priscilla Doss-BI.

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

1. Information/Updates

   CONNECT Forum – Buddy Johnson, DN
   Buddy informed the managers that the March CONNECT Forum was recently conducted at CH and Pauline, CAT gave a great introduction to the change in cataloging rules from AACR2 to RDA “Resource Description and Access”. He shared that the librarians played two games for subject headings and describing materials in the catalog and there were a lot of positive feedback from the participants as they seem to enjoy the sessions and sharing information about issues/concerns. The overall attendance included 14 librarians and 2 guests.

   Buddy stated that the planning committee will meet next week to lay out ideas and topics for the next few forums and one idea is to discuss “Librarians in Charge” which will take place during the December session. He indicated that other topics on the table are, “Leading from the middle”, “Working with volunteers”, “Introverts in the workplace” and “Building your own in-system network”. The managers are invited to email any suggestions they may have to a committee member or in the forum’s comment section on the Intranet. Buddy asked them to send as many librarians as possible to the upcoming CONNECT meetings scheduled for June 11, September and December and shared that topics will be posted upon deciding what they are.

   Mutilated paper money – Denise Ryan, BO
   Denise distributed to the managers handouts explaining Mutilated/Damaged Bills and Coins along with actual damaged coins that the bank will not accept. She informed that her decisions whether to accept torn bills or bent coins are based on what she hears from the bank and that torn money may be accepted as long as both serial numbers are on the bill. If BO receives mutilated/damaged bills or coins, the amount will be deducted from the library where the deposit came from. Denise asked that in the event worn bills are retrieved from copy machines to place a note on the bill indicating where it came from so it will not be counted against the library and adjustments will be made when this happens.

2. Open Discussion

   Budget
   Denyvetta reminded the managers of the April 1 early deadline so that she, Kay and Aaron will have the opportunity to review all entries and provide feedback before the BO deadline. She stated that we expect a flat budget this year and Kay is looking at a variety of things as it relates to programming and indicated that there will be further discussions regarding the programming budget. Denyvetta will keep the managers updated.

   Denyvetta informed the managers that she has spoken with Patrick who has indicated that he is making rounds to the libraries for budget meetings. Due to IT reorganizing and working on the new ILS system Denyvetta will follow up with Anne about plans to schedule budget meetings with MLOs.

   Employees using E-cigarettes
   Denyvetta informed the managers that a question was asked regarding employees using E-cigarettes inside of the library and asked if this is a concern that they are having at their libraries. She stated if they are receiving complaints from staff regarding an employee then the issue should be addressed with the employee. She suggested that staff step outside or use E-cigarettes during their break or lunch time and not in public service areas so it will not affect others. If needed, the managers will revisit the subject at the next meeting.

   Food at Programs/Events
   Denyvetta informed the managers’ that LO has received a couple of complaints regarding some snacks served at programs due to allergies, etc. She indicated that Kay has spoken with several managers regarding this issue and will work on guidelines. Denyvetta asked the managers to keep in mind and to be careful when serving snacks at programs because some people are allergic and sensitive to some foods.

   Other
   Randy, SO asked about the email sent from Linda Hyams regarding the Compassionate Cards. The managers asked for clarification as to whether this is system wide. Denyvetta will follow up with Linda.

   Melody, ED asked the managers to forward to her any topics or suggestions they may have for the Circ Forum. She informed that the Circ Forum Planning group meeting is schedule on April 10.

3. Kudos/Stories
   Jana extended kudos to Michael, RE who spoke at CH staff meeting regarding team work. She included that Michael was real inspiring.

   Michael gave kudos to RE staff for their hard work during Ralph Ellison birthday celebration. He shared that they did a great job preparing for it and had a good turnout.

   Melody gave kudos to ED library aides who on March 2 started shelving from carts. They are doing a great job.

   Randy shared that SO has a customer(s) re-shelving books in odd places and asked if anyone was having a similar experience. This is also happening at AL and several other libraries.

   Denyvetta read a letter received from a NW customer complimenting how intelligent and professional staff is and that NW library is the best facility they have ever seen.

   Melody received a postcard from a customer here from New York City complimenting ED staff.

   Denyvetta distributed to each manager a lanyard with two pins to be attached. She shared that as great things happen throughout the year that she will add a pin and by the end of the year the land-yard should be full of pins.

4. Sharing

   Updates – LaVetta Dent, AL
   LaVetta shared with the managers that AL circulated over 6900 items in February and is steady increasing.

   Updates – Devin McGhee, DC
   Devin shared that she is still working with the City of Del City in trying to identify a location for the new library. She is hopeful that she will receive more information soon.

   Updates – Jana Hausburg, CH
   Jana was excited to share with the managers that Todd and Donna met with The City of Oklahoma City and Guernsey Architects to begin negotiations for remodeling of CH library. Todd presented at the meeting the CH Original Plans by Winkler-Reid dated 08/01/1950; CH Facility Analysis by Studio issued 12/05/2011; Oklahoma County Assessor’s Property Map dated 01/18/2013; Alley Utilities Plan by Smith Roberts Baldischwiler dated 09/05/2013 and CH 2013-2014 Service Plan. Jana shared that Todd indicated if all goes well in these negotiations the contract will be awarded to Guernsey in mid-April and the design work will begin 2 weeks later.

   Updates – Melody Kellogg, ED
   Melody shared that she attended the Edmond City Council meeting on Tuesday evening and informed that no decision has been made regarding parking. She indicated that Todd, CON spoke with Edmond City Manager with hopes of proceeding with negotiations with the church next door to the library.

   Updates – Barbara Beasley, WA
   Barbara shared with the managers that when demolition of Westpark Mall is complete work will begin on the entry ways east and west of the library. She informed that the city is hopeful that Wal-Mart Neighborhood Market will be open by the end of the year.

   PCS Forum – April 23, 3pm – 6pm, Location TBA
   Denyvetta was excited to inform that the first PCS Forum meeting is scheduled at NW on Tuesday, April 23 from 3:00pm-6:00pm. She asked the managers to send as many Public Computer Specialists as possible to attend.

   Extensions/VI – Aaron Bluitt, LO
   Aaron shared that the extensions are coming along nicely and that he is still in the process of hiring relief staff. He informed the managers that a location for the JN library building has been chosen at the NE corner of Hiwassee Road and is being built with expansion in mind.

   Aaron shared with the managers that a VI customer gave $100 to Shanelle for excellent customer service in which she shared with VI staff. He gave kudos to LaVetta, AL for a great job with VI staff. Denyvetta indicated that Shanelle should share that information with MaC.

   Denyvetta informed that they have interviewed a few applicants for the VI and CT Manager of Library Operations position but the process is still ongoing.

   Workshops/Training Highlights
   Jana, CH shared that she attended the PLA Symposium and said it was good.
   Denyvetta attended the closing section of PLA Symposium.
   Katrina shared that Kasandra, HUM came to BE and spoke staff about the wellness program.

   MLS News
   Denyvetta informed that the ILS Task Force is still working on finding a new ILS system. Donna and other members of the Task Force are going to Denver and Los Angeles for about 2 or 3 days to visit libraries that have contracts with the vendors being considered for MLS.

   Donna informed the AdTeam that she is retiring on December 1, 2014. Denyvetta shared that the Search committee will hire a consultant that specializes in recruiting/hiring library professionals and the idea is to have someone on board by October 2014 so they will have time to work with Donna. She informed that if internal staff is interested they may also apply and will go through the same hiring process as external applicants.

   Other
   A question was asked whether the social network Yammer invites that staff is receiving by email is system sponsored. Denyvetta informed that it is not system sponsored but she will follow up on it.

5. 7 Habits of Highly Effective People by Stephen Covey

   Creative Moment
   The managers participated in a team building exercise and separated into two teams with four people per team. Upon completion of the exercise Denyvetta asked the teams to explain their methods working as a team.

   Review of Habits 1-4
   Denyvetta asked the managers to look at their Who’s Who team often and to hire people who can help them with their vision and the vision of MLS. Denyvetta also stated that this is an opportunity for MLOs to assist with succession planning.

   Denyvetta and the managers briefly reviewed Habit 1 “Be Proactive”; Habit 2 “Begin with the End in Mind”; Habit 3 “Put First Thing First” and Habit 4 “Think Win/Win”. The managers shared their recent opportunity to be proactive.

   Discussion of Habit 5: Seek First to Understand, Then to be Understood
   The managers discussed Habit 5 “Seek First to Understand, Then to be Understood”.

6. Reminders/Announcements
• OLA, April 3-5, 2013 – Ardmore
• April MLO meeting – April, 17, 2013 – Northwest Library
• May MLO meeting – May 23, 2013, 9-4pm, WA (Training session – Emotional Intelligence)
                                                                                  Tom Massey, Facilitator

"Every time you are tempted to react in the same old way, Ask if you want to be a prisoner of the past or a pioneer of the future.” --Deepak Chopra--