Manager of Library Operations Meeting Minutes - March 2014

Date: March 27, 2014
Time: 11:00 am

Attending: Kay Bauman-DED/LO, Denyvetta Davis-DLO, Aaron Bluitt-Asst/DLO, Julie Ballou-NW, Barbara Beasley-WA, Emily Canniff-VI, LaVetta Dent-AL, Jana Hausburg-CH, Melody Kellogg-ED, Chris Kennedy-MC, David Luurtsema-BI, Michael Owens-RE, Todd Podzemny-CT, Katrina Prince-BE, Angela Thornton-DN and Randy Wayland-SO.

Excused:  Devin McGhee-DC

Guest:  Donna Morris-Executive Director, Kim Terry-MaC, Buddy Johnson-DN

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

Denyvetta welcomed and introduced BI’s new manager of Library Operations David Luurtsema and asked the managers to introduce themselves.

Donna reported that things are going well with the new carpet and extended her appreciation to the managers for being receptive to having DN staff working at their locations for the next four weeks. 

There was an email sent out by Lori, HUM regarding the Executive Director Search Committee’s meetings with staff.  Donna asked the managers to please send staff members who are interested in attending so that they may share input on the kind of qualities they feel are important in the decision of who should be our next Executive Director.  She added that the Search Committee will actively begin their search for the new director this summer. 

When asked if they were working on their budgets, the managers reported they are. 

Donna asked Barbara about the new shelving at WA and she reported it went very smoothly.

I.    CONNECT – Buddy Johnson, DN

Denyvetta informed the managers she asked Buddy to attend the meeting to speak about CONNECT Forum.

Buddy shared a lot of people attended the December CONNECT meeting which was a great session regarding the Librarian-in-charge topic.  The March meeting was at RE regarding MyMetrolibrary.  Tim Spindle, PLA, attended the meeting to answer questions on how MyMetrolibrary is working for librarians.  Clyde gave an interesting presentation on the history of communication in the system.

In June they will be taking a field trip to the Oklahoma History Center.  Laura Martin will give a tour of the History Center Library to share resources they have available for the librarians making recommendations to our customers looking for historical information.  This is a response to input given by librarians in the system.  There will be details coming soon. 

II.    Account 301 – Kim Terry, MaC

Kim informed the managers the marketing department has tons of templates on MyMetrolibrary that may be downloaded and edited.  She is requesting $500 to be added in each library’s budget account to use only for template printing  of 24" x 36” posters.  The managers will be able to use Kinkos, for example, by simply sending an email file to print.  This may be especially helpful for last minute marketing needs.    Kim will forward instructions to the managers on how to send those out.   

III.    Sharing

PLA Highlights

Jana, CH, attended a session called “Meeting public service expectations by breaking the service mode”.

Melody, ED, attended a session called “Changing our message in the language we use”.

Barbara, WA, attended a session titled, “People need to feel safe in their environments”.  She also attended a program on Tweens.

Chris, MC, picked up some ideas of how to better communicate and connect with people.  He informed that one library implemented a program called “CLASS”.  CLASS stands for Customer, Lead, Appreciated, Satisfied and Sold.  He thanked Denyvetta for Tracey Thompson’s opportunity to attend PLA as well.

Julie, NW, attended a program about improving circulation that focused on how important it is for staff to go in and out of the front door and seeing the library the way customers do.

Emily, VI, expressed  gratitude for the opportunity to attend PLA. She attended a session about staffing from the bottom up.  She also attended “Audio Book”, “Listener Advisory”, and “Facility Maintenance” sessions.

Randy, SO, shared how interesting it was for him to speak with people from around the country and to hear about where they are within their libraries.

LaVetta, AL, did not attend PLA but stated how she appreciated Julie for sending session highlights to the managers.  She shared that she gained a lot from the information that she received.

Denyvetta stated how very fortunate we are to have a system that supports staff attending PLA.

Building/Renovation projects - updates

Jana indicated that Todd, CON, is arranging for some of the Capitol Hill Library Design Committee to visit NW & ED to look at what works and what does not.  She informed that additional funding for CH will be presented at the next TIF (Tax Increment Finance) meeting held by the City of Oklahoma City on April 23rd.

Melody, ED, reported there are no new updates at this time.  MLS and The City of Edmond are at a stage of trying to come to an agreement of who will be responsible for payment.

Aaron, LO, stated that there are two meetings coming up to work on JN furniture and designs.

Angela extended her appreciation to the managers for placing DN staff at their locations during DN carpet installation.

Barbara is excited that WA shelving is complete.

Denyvetta informed that the 3rd floor horseshoe area has been displaced for a few of days for carpet installation. 

Melody shared that 4 boxes of dividers were found in the backroom at ED and asked the managers if they have a need for some to inform her.

IV.    Kudos

Jana thanked Library Operations for assisting with staff during a CH staff member’s funeral services.

Julie extended kudos to Jana and Kim for the BLT class and descriptions.

Barbara, WA, extended kudos to Curtiss, MTC.  She informed how he is really observant in noticing things that needs to be cared for and that he makes a list and follows through.

V.    Open Discussion

Budget – Kay Bauman, LO

Kay and Denyvetta completed the review of budget requests on March 26.  Kay indicated that there were some requests for additional hours for Public Computer Specialist (PCS) positions and shared that it is important to address the increased need for assistance in different ways other than additional hours.  It is time to review job descriptions and standards to make it clear managers, assistant managers, librarians, associate librarians and public computer specialists must be comfortable with computers, tablets, e-readers, etc., and emerging technologies. They must be able to assist library customers with their basic computer needs.  She read a portion of a job announcement for a Houston librarian stating “you must enjoy interacting directly with people of all ages from diverse backgrounds and be adept at understanding the needs of the library customers and with connecting them with the right resources and/or the right person to assist them; You must be comfortable with computers, tablets, e-readers, etc, and emerging technologies; be able to assist library customers with their basic computer needs; share responsibilities for all library customer service functions, and contribute to building a positive team spirit.  As a team member you will be “on the move” in our libraries:  You will stand, walk, crouch, stoop, squat, twist, climb, and may have to push/pull up to 50 pounds, and lift up to 20 pounds.”  That says it very well.  Kay also read from a post on MyMetrolibrary entitled “Our role in connecting customers to a digitized society” that provides a good discussion.  If you have not read it, please do so. 

The original intent for PCS position was to assist customers with very basic use of computers.  The position was not intended to become a substitute for a librarian by completing librarian-related tasks such as teaching classes, providing extended one-on-one tutoring, or solely answering technological reference questions.  For further information on recommending updates/repairs to customers’ personal items see April 2013 Public Computer Specialist Forum minutes.  The request for more PCS hours is understood as a request to address the need to assist customers with computers, tablets, e-readers and emerging technology.  Simply adding more hours to a position does not seem to be a good long-term answer to the needs so LO will work together to address this more fully.

Meeting Room Policy & Misc – Kay Bauman, LO

We briefly discussed the new meeting room booking software product called “Spaces”.  The new meeting room policy was approved by the Commission last week and Kay is working with several others to develop the procedures to support the policy.  Kay spoke with Donna and they are trying to work out and examine details of the old procedures and decide details for the new one.  She indicated the target to start using the new policy is on June 1.  All bookings from May 1 forward will be exported to an Excel file as it will not automatically transfer. 

Kay will ask the managers to export the data, enter a new column and identify the new category for the reservation.  That way we will have that information when we manually enter the reservations into Spaces.  This process will help them learn the new policy and software.  Kay will email this information to the managers.

For the meeting room booking system to be positive for customers we believe it will be best to have a small group with the responsibility to look at customers’ request and to respond within 24 hours.  She is in the process of trying to develop this with the help of Candace, HQ Manager, and Annie, NW Library Events Coordinator.

There are a huge number of changes coming up in the next few months such as, the new Summer Reading, the new meeting room software (Spaces), events software (Sign Up) as well as the new ILS.  The System will do its very best to ensure that staff have the information of what’s happening and provide training.  Kay asked staff do their very best to keep up with all of the new changes.

Summer Reading Training must be completed by May 1st.  Kay asked the managers to encourage staff to do mock registrations so they will be able to assist customers.
Other 

Randy, Katrina, Todd, Chris and LaVetta are working on meeting space for the Norman West Library Tour at the end of April. 

This is Michael’s last meeting with the system and Denyvetta wished him well.  Michael stated that it was a pleasure working with everyone as he will cherish moments he shared with MLS staff.

Angela’s trip to Norman West Library will be her last meeting with the system.

VI.    Announcements

Next MLO Meeting – Wednesday, April 30, 2014 – Norman West Tour