Manager of Library Operations Meeting Minutes - November 2013

Date: November 13, 2013
Time: 1:30 pm

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

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

1. Open Discussion

   Selected Vendor for ILS
   Denyvetta shared with the managers that the Finance Committee approved the administrative recommendation to begin contract negotiations with TLC as the selected vendor for ILS.  This recommendation will be forwarded to the Commission at the November 21 meeting.  If the contract is approved by the Commission, the implementation may go into effect this time next year. 

   Denyvetta informed that upon approval by the Commission, TLC trainers will come into the system and train a group of staff members and that group will train other staff.  She advised that Jimmy will be available to help.  The managers expressed their satisfaction with the selected vendor.

   Playaway View Chargers
   The managers briefly discussed whether customers will be assessed a fee for replacement chargers in the event the charger is not returned with the Playaway View.  The managers were in agreement that no fees will incur if chargers are not returned.  This implementation will go into effect immediately.  The topic will be revisited in the event it becomes a concern.

   LaVetta expressed that AL is receiving DVDs without labels which she will discuss with Heidi, TP.

   2014 MLO meetings
   Denyvetta asked the managers for their thoughts on activities during 2014.  She shared that Pioneer has a new Norman West Library that they can consider visiting.  The managers agreed that sometime in March or April 2014 a tour of the Norman West Library would be a great activity to share with the Assistant Managers.  Denyvetta informed the managers that she will leave August 2014 open for a service activity.  She asked them to think about a MLO retreat in 2015.

   Aaron will look into scheduling MLO meetings at the extension libraries. 

   Melody asked about Strategic Planning training.  Denyvetta with speak with Kay regarding training at the MLO meeting on December 11.  She will inform the managers upon receiving a response from Kay.

   Denyvetta asked the managers to review their staff’s AVL so that they do not lose time and are getting the appropriate time off.

   Randy shared with the managers that SO have been finding more broken CDs that he feels could possibly be falling down the bin.  Katrina expressed that BE is experiencing similar concerns.

2. Kudos
   Julie extended kudos to NW staff for their participation in an experiment conducted by PLA.  She shared that last Wednesday, today and next Wednesday, staff is participating in answering reading advisory questions.  17 staff members posted a lot of positive comments on last Wednesday.

   Barbara gave kudos to Alma and express that she is a wonderful advocate and gifted puppeteer who work hard at the elementary schools with 3rd graders.  She also informed that library cards are issued at the school while the program is taking place.

   Aaron expressed his appreciation to Denyvetta and Nita who has been a tremendous help to him this first year as Assistant Director of Library Operations.

   Melody shared that on Monday, Veterans Day, an ED staff member’s fiancé appeared at the library dressed in his military blues to read to the children. 

   Denyvetta shared that she attended BI’s Hunger Games party where someone attempted to teach her how to juggle.

   LaVetta stated that AL had a human PacMac for their Hunger Games.

   Randy gave kudos to Southern Oaks Librarian, Darrie Breathwit for organizing grade school children to attend a music program at the library.

3. Sharing
   Circ Forum – Melody Kellogg, ED
   Melody shared with the managers that 21 people attended the Circulation Forum meeting held at Edmond Library on November 6.  She informed that Kay attended the meeting to speak about the ILS selection and gave everyone the opportunity to be involved in the process. 

   Melody indicated that Cheryl, CC had concern regarding damaged items not claimed by customers.  She asked the managers to share with staff to be careful to know what is classified to circulate again and what is classified as damaged.  Melody shared that Stacy, PLA will conduct a program at the next Circulation Forum meeting regarding how to work with difficult people. 

   Safety Committee – Chris Kennedy, MC
   Chris shared that the Safety Committee meeting was held at Southern Oaks Library on November 12.  The committee spoke about emergency exits in the libraries.   
   Chris asked the managers to inform staff that upon completing their 4th Quarter Safety training to be sure to mark it as complete in the system.  100% compliance is required.

   Extensions – Aaron Bluitt, LO
   Aaron shared that he drove by the new Jones site and that the ground is actually being cleared.
   Harrah and Luther received makeovers and now have more space.  Both extensions are receiving great feedback from customers.
   Aaron informed the managers that he will be contacting them to schedule training for Library Operations new relief clerks.
   Aaron reported that Nicoma Park new Extension Specialist, Vickie Saxton is doing very well.  She previously worked in the Choctaw/Nicoma Park School District.

   Building/Renovation projects – updates
   Jana, CH shared with the managers that Todd, CON is in the process of working with The City of Oklahoma City to find a new contractor.  The architect, Guernsey exceeded the current budget. 

   Other
   Denyvetta informed the managers that Priscilla, BI is retiring at the end of December.

   Downtown Library will receive new carpet soon.  Angela shared that DN are implementing changes to their collection.  She announced to staff that DN is eliminating encyclopedias from their collection since they are now online. 

   Melody informed that she received an email from Todd stating that he has not received a response from St. Mary’s Church in Edmond regarding the proposal for parking.

   Chris, MC shared that Katherine Etzkorn was promoted from circulation clerk to associate librarian. 

   LaVetta shared her excitement that AL will be fully staffed again on Monday, November 18.

4. Training/Workshops
   Highlights from Workshops/Training Attended
   Chris informed that he attended OLA Gold and shared that the event was a really great experience with great activities.  He recommended that all managers attend.

   Angela, DN attended “Managing Relationships” workshop that focused on the importance of developing and maintaining relationships in managing staff.

   Denyvetta attended the PLAN OKC Symposium at the Civic Center.  She shared that is was a really good planning session that presented recent OKC citizen survey results.

   ALA Code of Ethics
   Denyvetta lead a discussion about the ALA Code of Ethics and MLS Statements on Basic Values and reminded MLOs about our role of providing resources not opinions for customers inquiring about the Affordable Care Act, legal issues and medical issues.  The managers also discussed what the Code of Ethics means in terms of protecting customer confidentiality and all customers being treated equally.  Denyvetta informed the managers that staff should not share their opinions about customers on social networks.  She asked the managers to share this information with their staff.

   Denyvetta suggested a “Gossip Free Zone” day for staff to reflect on positivity rather than negativity.  The managers all agreed to immediately implement the first “No Gossip Day” on November 21 with the theme of “Positive Sparks Day”.  Each manager will communicate with their staff that “Positive Sparks Day” is a day for staff to demonstrate the positive instead of the negative in all interactions.  Staff will be encouraged to share a positive word with someone throughout the day. 

   Chapters #3 & 4 – Business as Unusual: The Handbook for Managing and Supervising Change
   The managers briefly discussed Chapter 3, “Don’t give away your Power” and Chapter 4, “Keep a positive attitude”.  Denyvetta asked the managers to communicate to staff to us the “We” factor and be on board with the changes taking place at MLS.  She informed that the next 2 chapters will be discussed at the December MLO meeting.

5. Reminders/Announcements
• CONNECT Forum – BI – December 10, 2013, 2:00pm – 4:00pm
• Next MLO Meeting – DN – December 11, 2013, 1:30pm – 4th Floor – Room A/B

“Not everything that is faced can be changed, but nothing can be changed until it is faced.”  --James Baldwin--