Manager of Library Operations Meeting Minutes for April 2006

Date:  April 26, 2006

Location:  Ralph Ellison Library

Attending: Denyvetta Davis, Ann Aliotta, Kay Bauman, Karen Bays, Barbara Beasley, Susie Beasley, Rosemary Czarski, LaVetta Dent, Priscilla Doss, Tim Fisher, Jack Kinzie, Mary Patton, Katrina Prince, Debbie Robertus, Phil Tolbert, Randy Wayland, Melissa Weathers, Fariba Williams, and Deb Willis.
Guests: Ernestine Clark, Anita Roesler and Stacy Schrank.

1. Meeting called to order at 1:30p.m., by Denyvetta Davis.
2. Open discussion

   Gift Register – Ernestine Clark, DEV
   Ernestine informed managers that there is no longer a need to maintain the gift registry notebook that sits on wooden stands in most libraries. Kim Terry published in a recent Metro Magazine a list of people who actually donated money. Once a year the previous year’s donors will be listed. There is no need to return the wooden stands to DVS. Each Manager may decide whether and how to use them at their own site.

3. Sharing
   Kudos & Misc. – Denyvetta Davis, LO
   Denyvetta shared thank you cards and notes that BE, ED & RE received from many of their customers. Denyvetta also shared a sample of “Whale Done” notes designed by Deb Willis that she distributes to MC employees for a job well done.

   Nita is currently working on the new Managers Handbook that should be completed by June 30. The handbook will be shared at the May manager’s meeting. Managers and Assistant Managers will be given the opportunity to provide input and suggestions.

   Denyvetta shared information about the Job Enrichment Opportunity Program (JEOP). Phase I involves the managers completing 24-40 hours during their appraisal year of rotation to another location or shadowing another manager or Ad Team member. Managers will provide Denyvetta with information about their preferences of positions and locations for shadowing and rotation. Phase II involves Assistant Managers rotating to another location for 6 months beginning in October 2006. Debbie Robertus will be going to MC, Fariba Williams will go to DN and Tim Fisher will go to BI. Beginning in May 2007, Ann Aliotta will go to SO and Jack Kinzie will go to ED.  Denyvetta asked Anne Fischer, IT to set up a shared “M” drive for managers and assistant managers to foster the development of an Operations manual with general procedures that can be used by all agencies. Deb Willis has added some of MC’s procedures. The JEOP committee will oversee the completion of the manual.

   Friends of the Library Public Art Grant – Rosemary Czarski, CT
   CT received the Friends of the Library 2006 Public Art Grant for $2000 to purchase art from the OKC Arts Festival. Denyvetta and Leslie (Art Council volunteer) accompanied Rosemary on the excursion to select art from the OKC Arts Festival. Rosemary stated that it was wonderful and nice to look at each piece of art and with the help of Denyvetta and the arts guide, Leslie. Rosemary selected seven different art pieces.

   Webinar – Deb Willis, MC
   Deb participated in the Webinar session titled “Understanding yourself and others,” based on the book titled Developing The Leader Within by John Maxwell. Deb emphasized that knowing yourself is the key to becoming a more effective leader. Contact Deb for more information.

   Meeting Room & Misc. – Kay Bauman, LO
   Kay shared the following:
   

   • Customers who rent our meeting rooms are expected to pay before using  the room and reservations are subject to cancellation if payment is not received.
   • Kim, MaC will send an e-mail to all correspondence for anyone interested in purchasing a Creature Feature T-shirt at $7 per shirt. There must be a minimum of 100 shirts ordered before she can make the order.
   • She is almost finished with library visits and has enjoyed the experience of working with the staff.
   • During PLA, she talked with a representative from Overdrive, a downloadable audiobook service. Materials Selection and IT are investigating the feasibility of adding this service.
   • She is working with IT and MaC on posters, flyers, etc., for customers and staff in preparation for the start of the computer sign-up system June 26.
   • A new policy was passed by the Library Commission that will allow teachers who teach in Oklahoma County to get library cards. Procedures must be established before we can begin to enforce the new policy such as how to verify that they teach in Oklahoma County.
   • Highlights from the ODL Rural Libraries Sustainability Workshop she recently attended in Newkirk.

OLA/PLA Highlights
Managers and Asst. Managers shared workshop and program highlights from OLA in Tulsa and PLA in Boston.

Winter ReadFest
Anita, OUT distributed a spreadsheet listing of Winter ReadFest enrollee stats for the last three years. This year SO had the higher number of participants and BE increased 1000% over last year. Anita gave each library a certificate of thanks for their participation. Anita stated that everything went smoothly this year and expressed her gratitude to everyone for encouraging their staff to promote the program.

Summer Reading & Misc.
Stacy, PLA will be assigning facilitators to agencies for summer reading training if they have not already been assigned. He discussed how to train staff and volunteers for the summer reading program and stated that each agency will use the same training kit. Kits were distributed to managers.

Barbara, WA and Deb, MC facilitated summer reading training session that was entertaining and informative.

Announcements
Denyvetta stated that the Manager of Library Operations/DN will open “for promotion only.”
Rosemary, CT has hired a new children’s librarian and is pleased with her progress.

Next Meeting – Edmond Library – May 24, 2006 – 1:30p.m.

Meeting adjourned at 4:00p.m.

Respectfully submitted, JoNita Normore, Adm. Specialist
Library Operations