Manager of Library Operations Meeting Minutes for February 2013

Attending: Denyvetta Davis-DLO, Aaron Bluitt-Asst/DLO, Julie Ballou-NW, Barbara Beasley-WA, LaVetta Dent-AL, Priscilla Doss-BI, 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. 

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

1. Open Discussion

   Follow-up (from December 2012 meeting)

   Denyvetta followed up with Cheryl, Circ Control regarding some MLO questions from the December meeting. Someone asked whether new key cards can be replace free.  The answer is if a customer wants to replace his/her card for a new key card, the charge is $1.00.

   There were questions regarding access to a list of authors.  Denyvetta spoke with Karen, MSL who informed that a list of authors could be accessed through the old system “Win6530” and unfortunately at this time that function is not available through the new system.

   Denyvetta spoke with Kellie, PLA regarding adding a possible link to the Intranet where staff can access the Oklahoma County Public School calendars.  Kellie stated she can add the calendars.  All office/department schedules have been added onto the Intranet.

   Denyvetta spoke with Denise, BO regarding torn dollar bills and what is acceptable or not.  She will follow up with Denise and will invite her to attend a manager’s meeting to further discuss the topic.

   OLA Registration
   Denyvetta informed the managers that the OLA Registration increased this year to include meals on Thursday and Friday. 

   Budget
   Denyvetta informed the managers that budget requests are due on April 15 and locked the next day.  She shared that she and Kay have discussed how to review entries before they are locked and requested that all budget requests be entered by April 1.  This would give Kay, Denyvetta and Aaron the opportunity to review all entries so they may be returned back to the managers in a timely manner before the Business Office deadline. 

   Word of Today
   Denyvetta and Nita share with LO staff the “Word of Today” by John Maxwell.  The managers briefly discussed the word “Assumption”, what it means and how it works for them as MLOs and employees as well as how it fits into librarianship and the library world.    

   Other
   Melody, ED asked the managers if they were having issues with Play-A-Ways.  She indicated that mostly the YA titles labels are being switched and that the device only circulates seven times.  Barbara indicated that some of WA customers are having problems taking the device off of pause.   There are minimum concerns with Play-A-Ways at other libraries.

2. Kudos/Stories

   Devin gave kudos to Denyvetta and DC staff for assisting at the library while she was away from the office.

   Julie extended kudos to NW staff and informed that a donation was given in honor of NW staff.  She extended kudos to her staff and stated how excited they are about the donation.

   Denyvetta informed that $1.4 million dollars was donated to the library system by a generous customer.  The donation will be distributed amongst MLS libraries and will go towards programs and other events at the library. 

   LaVetta gave kudos to AL staff for doing such a great job during their re-opening.  She stated that the re-opening turned out really nice. 

   Michael informed the managers that Friday, March 1 is Ralph Ellison’s birthday as they have been approved to stay open a little later.  He also informed that the Mayor of Oklahoma City issued a proclamation declaring March 1 as Ralph Ellison day in Oklahoma City.  
    

3. Sharing

   Updates – LaVetta Dent, AL
   LaVetta shared with the managers that AL reserves are going up.  She informed that AL circulated over 300 items on the first day and as of Tuesday of this week they have circulated up to 400 reserves.

   Updates – Randy Wayland, SO
   Randy is excited about the two new public computer specialists starting next week.    

   Updates – Devin McGhee, DC
   Devin shared that she attended Del City Council meeting on February 4 and informed that the new sales tax was passed to build a new library.  The City Council has been speaking with a few architects and land is still up in the air right now.  Devin will attend the City Council meeting on March 4.

   Updates – Jana Hausburg, CH
   Jana indicated that Todd, CON informed that 11 architectural firms have been narrowed down to 4 for the CH project.

   Circ Forum – Melody Kellogg, ED
   Melody informed the managers that there was an article in the Oklahoman about the new public safety center that is being built in downtown Edmond and they are anticipating 75-100 construction workers to be on site per day.  She also informed that the City of Edmond recently added 12 parking spaces along the west side of the existing parking lot where library employees park.

   Melody shared that Pauline, CAT did a presentation on Interlibrary Loans targeted for circulation clerks.  Pauline explained ILL procedures during the meeting and will forward a guidelines manual for circulation clerks to refer to.  Melody will ask Pauline to distribute guidelines to the managers as well.  She informed that everyone was impressed with Pauline and looking forward to receiving the manual. 

   Melody stated that Jimmy, IT encouraged staff to go ahead and do multiple credit card swipes when a customer is paying fines on multiple cards rather than attempting to combine the fines on one card.  This will preserve the history of each customer’s record in case there are questions later. 

   The newest members on the planning committee are Jennifer Adkisson, NW; Van Bielstein, VI and Kevin Sendall, LO who is representing the extension libraries.

   The next Circ Forum meeting is scheduled for May 1 at RE. 

   PCS Forum
   Denyvetta informed the managers that the PCS Forum will have their first meeting in April and will meet twice a year.  The committee has met and excited about getting started.  Denyvetta asked the managers for their feedback on the best hours and day of week in April that the PCS Forum should meet.  After consideration of the other two forums meeting dates, the managers recommended a Tuesday in April from 3:00pm-6:00pm.

   Julie, NW informed everyone that the CONNECT meeting is scheduled for March 12.  She will invite Pauline as a guest to explain what (RDA) Resource Description and Access is and how it is going to change the catalog and experiences with customers.

   Extensions/VI – Aaron Bluitt, LO
   Aaron shared that earlier in February that he met with the extension specialists as a group and they are trying to figure ways to incorporate more involvement from the extension libraries and looking at how to expand customers.  He informed the managers that Michelle Hindman, HR and Dennis Delano, LU resigned.  Aaron will attend a farewell luncheon for Dennis on February 28. 

   Aaron announced that former CT library aide Vanessa Spaeth is the new extension specialist at HR.  She will report for GOAL training on March 4 to begin her new position at HR on March 5.  Aaron is also excited for Grant Yokley, LU and Josh Lewis, JN who graduate soon.

   Aaron have been sitting in on some of the meetings regarding JN and that Todd, CON indicated he is pretty confident that groundbreaking will take place by October 1.  The new library is estimated to be 3200 square feet the same size as NP.

   Workshops/Training Highlights
   Angela, DN and Jana, CH attended the “Workplace Bullying” workshop.  Angela stated that the information shared in the workshop was really good as they addressed the different types of behavior. 

   MLS News

   Denyvetta informed the managers that MaC won several ADDY awards this year.  MaC has a 30 second spot promoting E-books as they are also working on a video for JN library and fundraising.

   Candace, HQ Mgr., is working on the Safety Training Manual.  The Safety Committee is working with ILS vendors.

   Denyvetta asked the managers for clarification on how SPOC works as the new process for volunteer sign in.  The managers briefly discussed volunteer sign in and agreed that it has become a little more complicated than previously.     

   Other

   Angela informed that DN is starting self pick up reserves on March 25.  Customers must still check out their reserves.

   Julie shared that NW is having more issues with express check out.  She has discussed her concerns with IT.

   Denyvetta asked if there were any concerns with customers picking up reserves for spouses, etc.  There are minimal concerns. 

4. Discussion of 7^th Habits of Highly Effective – Habits 3 & 4

   Denyvetta and the managers briefly reviewed Habit 1 “Be Proactive” and Habit 2 “Begin with the End in Mind” before discussing Habits 3 “Put First Things First” and Habit 4 “Think Win/Win.  Each manager shared a vision for their library. 

5. Reminders/Announcements

   March MLO meeting – March 27, 2013 – DC
   11:30am – Lunch – Korean House Restaurant, 4813 SE 29^th Street, Del City
   OLA, April 3-5, 2013 - Ardmore

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   “I love a broad margin to my Life.”
   Henry David Thoreau