Manager of Library Operations Meeting Minutes for May 2007

Date:  May 23, 2007

Location:  Del City Library

Attending: Denyvetta Davis, Kay Bauman, Ann Aliotta, Rondia Banks, Karen Bays, Rosemary Czarski, LaVetta Dent, Priscilla Doss, Tim Fisher, Mary Patton, Katrina Prince, Phil Tolbert, Randy Wayland, Melissa Weathers, Fariba Williams & Deb Willis.

Guest: Donna Morris, Executive Director, Karen Marriott, MSL & Pauline Rodriguez Atkins, CAT.

Meeting called to order at 1:30p.m. by Denyvetta Davis.

1. Open Discussion
• Budget, Upcoming Events & Project – Donna Morris, Dir.
• Donna stated that the FY2008 budget meetings with all MLS department heads to review their specific budgets request are complete. Lloyd has calculated the budget on an anticipated 5% increase in revenues.
• The managers will receive their final FY2008 budget books when the final budget is approved by the Commission in August. However, managers can look at their budgets online. The County will release their preliminary budget next week.
• Budget highlights include:
• The price of the Radio Frequency Identification Devices (RFID) has come down this year and is included in the budget. Jimmy, IT, is beta testing the devices. The primary goal is to save staff time and effort.
• Security services had a significant increase due to extra security added at RE & MC.
• Although there were no significant increases in materials budget at this time, Karen, MSL, stated that there is a small budget increase for downloadable Audio Books.
• There is a difference in revenue for the Travel Budget every other year to cover for PLA and emphasized the importance of managers attending PLA.
• Kay stated that IT has included print stations in the budget. The print stations will manage printing and customers will have the choice of color or black and white prints. Customers will be required to pay for every copy printed.  Wireless users will also be able to use the print stations.
• Donna received an email from Susie McVey, Director of ODL, stating that there has been a 20% ($400,000) increase in state aid.
• House Bill 2192 passed, which will increase the number of Library Commissioners by eight members. MSL’s attorney reviewed the legislation. Donna will be contacting the Extension Specialists for names of individuals from their community to recommend. Donna welcomed managers to send her a list of people interested in politics who may be good Library Commissioners. Donna feels diversity would be nice within the  Commission and plans to meet with Mayor Cornett soon. Legislation goes into effect July 31.
• The City Council of Oklahoma City approved Architect, Allen Brown, for the RE project and will begin negotiating the contract.
• Kay advised that ODL must keep track of the number of employees trained for summer reading. She asked managers to ensure that staff  completes the training by the end of June. Kay invited managers to contact Kellie, PLA, for a list of employees that have completed their training.
• Interlibrary Loan Karen
• Marriott, MSL & Pauline Rodriguez Atkins, CAT
• Karen stated that she and Pauline, CAT to evaluate interlibrary loan procedures.  One change they would like to make is to use the system reserves system to request materials for interlibrary loan rather than using phone calls. This would increase the number of reserves somewhat,  but would eliminate the need to handle the phone calls. The library managers agreed to this change. Karen will contact Jim, IT, to make the  necessary software adjustments. She will notify the managers when the change will be implemented.
• There are some concerns of direct orders bypassing ILL and being routed directly to the locations. Managers agreed that this happens, but not  often. Karen will inform the distributors and suspend landing at this time.
• Publicity and multiuse computers – Deb Willis, MC
• Deb distributed and briefly discussed with managers, notes from the April 24 th Tech Support meeting. Discussion followed.
2. Sharing Kudos
• LaVetta, VI shared a thank you letter from the VI friends expressing appreciation for help received from the VI staff during the Village Fair. Denyvetta shared appreciation notes from customers to staff at BI, DN, ED, & RE.
• She passed around articles from the Sunday Sun Newspaper regarding the weaving program at MC and a picture of the CT Library. She also  shared a copy of Choctaw E-Newsletter highlighting ongoing events happening at the CT Library and an article from the Edmond Outlook.
• Character First & Misc. – Denyvetta Davis, LO
• Denyvetta briefly discussed “Character First: “Boldness vs. Fearfulness.” She stated that the key concepts for boldness are closely related to MLS  values. She will share a different “character” each month and asked managers to share these topics at their staff meetings.
• Denyvetta distributed a pamphlet sent by Janet, MSL titled Keeping Your Community Connected by the Bill & Melinda Gates Foundation. The DVD included is designed to show how today’s public libraries are operating. Denyvetta informed managers that if they are interested in ordering the  video, orders must be made individually.
• Ad Team/Commission highlights – Kay Bauman, LO
• Kay informed managers that we will change security services on July 1.
• Kim, MaC invited managers to send ideas or items to include in ShelfLife.  Kay stated that Kim will print more Oklahoma Image bookmarks to have on hand in case of customers requests.
• WA’s parking lot has been completed.
• SO will be closed May 29 through May 31 to repair circulation floor.
• Kay stated that the system reserves printers were approved and moving forward.
• The Leadership MLS members have attended the last two AdTeam meetings and sessions are going really well. A presentation on business etiquette was given by Candace, LO. The Leadership MLS members have a blog and invited the AdTeam to view and contribute. Each member will be able to post a journal and are encouraged to invite their supervisors to read the blog.
• Kay shared the DVD she produced to share with staff, customers, and the commission on the Strategic Plan. The DVD was developed in hopes of reaching a bigger audience. Kay welcomes feedback. She will present the Strategic plan to the LongRange Planning Committee in the early part of June and if approved, it will be presented at the June Commission meeting. Donna gave kudos to Kay for the excellent job she has done on the Strategic Plan.
• Kay also shared a draft copy of a trifold easy to read brochure about the plan that MaC will finalize for distribution.
• Shadowing/Rotation
• LaVetta, VI shared her learning experience while shadowing Karen Marriott at the MSL monthly staff meeting. During her shadowing at BE, she  and Katrina learned a lot from each another. She also enjoyed her experience while shadowing Donna during OLA Legislative Day.
• Phil, CH had a great time while shadowing Fariba, RE and expressed how neat it was to observe Fariba communicate with members of the  community. He purchased books from Scholastic Books that he will donate to RE to use as giveaways to children in the community.
• Ann, ED Assistant Manager is enjoying her experience at SO as part of the JEOP Program.
• Training highlights – Rosemary Czarski, CT & Karen Bays, ED
• Rosemary stated that with encouragement from Denyvetta, she read Ready for Anything: 52 Productivity Principles for Work and Life by David Allen. She distributed review notes from the book and informed the managers that the book is on CD at the library.
• Karen attended the ODL Advocacy training and shared her experience of touring the State Capitol, observing legislators, practice writing press releases & sound bites, etc.
3. Announcements/Reminders
• Deb informed managers that MC will begin Tai Chi classes in June.
• Pauline invited managers to shadow with CAT.

There being no further business, the meeting adjourned.
Next Meeting – June 20, 2007 at Choctaw Library – 1:30p.m.