Manager of Library Operations Meeting Minutes - June 2013

Date: June 19, 2013
Time: 1:30 pm

Attending: Denyvetta Davis-DLO, Kay Bauman-DED/LO, Aaron Bluitt-Asst/DLO, Barbara Beasley-WA, Julie Ballou-NW, LaVetta Dent-AL, 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.

Excused:  Priscilla Doss-BI.

Guest:  Donna Morris-Executive Director, Buddy Johnson-DN, Janet Brooks and Karen Marriott-MSL, Heidi Johnson-TP and Pauline Rodriguez-CAT.

Meeting called to order at 1:00p.m., by Denyvetta Davis, Director of Library Operations

1. Budget & Misc. – Donna Morris, Executive Director
   Donna greeted the managers and briefly discussed the Fiscal year 2014 budget.  She informed that the there is a 3% tax on set evaluations which may not affect MLS as much and that the capitol budget decreased by 21%.  The performance increase is the same as last year.  There are a few new positions factored into this year’s budget.  ILS system will be funded.  The same amount is factored in to the budget for Capitol Hill, Del City and Jones.  Capitol Hill contract for the Architectural fee will go before the City Council on July 2.

   Donna stated that the overall reserves are going down from $16 million last year to $13 million this year.  She asked the managers if anything occurs and they would like to add to their budget within the next month in a half to inform her, Kay or Denyvetta.  Donna indicated that this is a good year in terms of insurance.  She gave kudos to Kelley and Laurie, BO for their hard work in getting 8% increase.  Donna asked the managers to be sure to remind their staff to turn in their insurance forms by June 19.

   Karen, MSL stated that she will go in and enter some budget figures and will send the managers an email when it is complete.  Anne, IT emailed the managers regarding COX Communications.  She will try to get two televisions at each location.  Donna shared that there are really good members on the finance committee and recommended that the managers try to attend one of the finance committee meeting in May or June. 

   Donna extended her appreciation to the managers for their patience with the changes in the maintenance department.  She invited everyone to contact herself, Denyvetta or Kay if they have any questions or concerns and they will do their best to resolve it.  Maintenance is two staff members down and the positions should be advertised soon.
   Angela, DN extended kudos to maintenance and shared that they have been very responsive, receptive to maintenance requests and have been terrific in taking care of things.

2. CONNECT Forum – Buddy Johnson, DN
   Buddy shared with the managers that the CONNECT Forum had a great session on June 12.  Topics with activities included “Reference Bags of Tricks” and “Reference High School Yearbook”.  The results for the activities are included in the CONNECT minutes on the Intranet.  Another activity called “Tweet It” took place where librarians try to rethink how to receive reference questions.  He informed that the conversations were impressive to watch.  There was a panel discussion that included Phyllis Davidson, DN discussing the Genealogy Collection; Jennifer Jones, CH discussing the Spanish Collection titles; Buddy Johnson, DN discussing the Oklahoma Room Collection and Meaghan Attalla who sent notes regarding the Black History at RE. 

   The next two CONNECT Forum meetings are the September 10 meeting titled, “Heading in the Middle” and the December 10 meeting titled “Librarians in Charge”.

3. Playaways – Karen Marriott, MSL and Heidi Johnson, TP
   Heidi, TP brought a Play-a-way View that plays up to 8 hours and will be purchased for collections in the new budget year.  She informed the managers that the view must be lifted out of the case to verify the title and that it comes with a charger unit that take up to 3-4 hours to charge.  Heidi asked the managers that before placing the first order they will need to figure out what stickers to use.  If a customer loses a charger there is a replacement cost and the updated replacement procedures are on the Intranet. 

   Replacement orders must be placed through Tech Processing within a five month period.  After five months, replacement orders must go through Materials Selection.  Defective items should be forwarded to Tech Processing.  Heidi asked if staff will charge the units before they are checked out or will chargers be kept behind the desk.  Discussion will continue at the July MLO meeting.

   Pauline, CAT distributed mock entries for the catalog to give everyone an idea of what the records and icons on the Play-a-way Views will look like.   

4. Open Discussion
   PIE Committee Report – Julie Ballou-NW, LaVetta Dent-AL, Jana Hausburg-CH and Kay Bauman-DED/LO
   The PIE Committee presented a PowerPoint presentation of the new Request for Purchase form only to be used for programming account 330 to be implemented on July 1.  The new RFP is designed to gather different things for all 330 account items from $0 and above.  Kay distributed to the managers the RFP instructions and definitions which are also located in Room Manager.  She invited the managers to contact one of the PIE Committee members with any questions or assistance and informed that they are considering a transition to different software in the future.  Items already submitted will be re-entered to collect data.

5. Kudos/Stories
   Melody gave kudos to ED circulation clerks who have stepped up to help since Memorial Day during staff shortage.

   Julie, NW extended kudos to McKenzie Cobb who was promoted to full-time librarian.  She is also excited to have Rachael Kopchick from Ohio as the new Asst/MLO.

   Michael gave kudos to RE staff for all of their hard work during Juneteenth.  He really appreciated Anne Fischer’s assistance in setting up and Dave Mack for his support. 

   LaVetta, AL is proud of circulation clerk, Rebecca Hall for doing the graphics for the Almonte Newsletter and Stephanie Valencia, PCS being a great artist.  She gave kudos to Alexis Whitney for being selected to OLA Gold.

   Jana, CH extended her kudos to Jennifer Jones who highlighted the Spanish Language Collection at the CONNECT meeting. 

6. Reminders/Announcements
• Next MLO meeting – July 17, 2013 - Choctaw
• Circ Forum – August 7, 2013 - Village

“What is popular is not always right, and what is right is not always popular” -- Mark Twain--