Manager of Library Operations Meeting Minutes - December 2013
Date: December 11, 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, 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.
Excused: Priscilla Doss-BI
Meeting called to order at 1:30p.m., by Denyvetta Davis, Director of Library Operations
- CONNECT Forum Highlights
Denyvetta shared with the managers that Aaron is attending the Forum meetings to observe the various formats. Aaron indicated that he has been participating and has spoken with several librarians who had great feedback regarding the “Librarian in Charge” topic.
Denyvetta informed the managers that this is Julie’s final meeting as a member of the CONNECT Forum Planning Committee. Julie expressed that it has been a great experience.
Denyvetta has received positive feedback on all three Forums, the CONNECT Forum, Circulation Forum and the PCS Forum.
- Open Discussion
Automated Calling System
Denyvetta asked the managers for feedback on the new Automated Calling System. The managers had positive responses. Denyvetta asked the managers to complete the survey available on the Intranet and to encourage staff to complete the survey as well.
Kay shared with the managers that 13 hours were saved with the calling system. She shared that the system is set up to hold only one way of contact per staff member and at this time there is not an option to add multiple ways of contacts.
Customer Appreciation Month
Denyvetta asked the managers to think about a theme for Customer Appreciation Month 2014. Chris asked if it might be possible to change Customer Appreciation to another month. Kay informed the managers that she sees CAM as a major program and would like CAM to be reviewed using the new PIE flow chart.
“Positive Sparks” Day
The managers shared that staff enjoyed “Positive Sparks” day and are interested in doing it for a longer period. Denyvetta suggested looking at forming a committee to work on it and will revisit the topic at a later date.
Circulation Issues
Julie distributed to the managers two questions that came up at Northwest regarding minor children signing up for library cards and wanting to use the computers. The questions were followed by responses from Cheryl Mann, CC.
The first question briefly discussed by the managers is whether the parent or guardian who signs off on Internet Use Agreements for minors are required to be the same person on the minor’s library card? The managers agreed that it should be the same person and preferably the parent. The parent does not need to be present for a child to obtain a library card but does need to be present to sign the Internet Use Agreement.
The second question briefly discussed by the managers is whether it is possible for a customer (who is a non-school counselor) to coordinate a group of at-risk children and to obtain library cards for them? The understanding of MLS Policy is that this could not be done but the children in the group could be assisted by staff in obtaining their own library cards and signed internet agreements. In the event the parent or guardian is absent during this process the customer/counselor might be able to return the signed forms sent by the parent along with a piece of mail to verify the address.
MLO 2014 Meeting Schedule
Denyvetta informed the managers that due to the variety of activities in 2013 that everyone did not have the opportunity to host a MLO meeting. She asked Nita to communicate with those managers to give them an opportunity to host a meeting in 2014. Denyvetta asked the managers for volunteers to host the 4 remaining dates.
Barbara, WA volunteered to host the meeting on January 22; Jana, CH volunteered to host the meeting on March 27 at DN; Chris, MC volunteered to host the meeting on July 16 and Julie, NW volunteered to host the meeting on October 22. - Kudos
Denyvetta received from Jana, CH a thank you note to Jennifer Jones. She received from Michael a thank you note regarding Ralph Ellison programs and from Julie a thank you note to Northwest staff. Denyvetta passed those notes around for managers to read.
Jana passed around a collage of photos taken at Capitol Hill Holiday Open House on Saturday.
Todd extended kudos to maintenance for shoveling snow and clearing ice at Choctaw.
Kay shared with the managers that Lloyd announced in the AdTeam meeting that MLS will contract with landscapers to clear ice and snow from the parking lots at all of the libraries.
Julie gave kudos to Northwest staff for having a great fire drill.
LaVetta shared that Almonte had a great holiday craft program. She informed that 31 people signed up and about 15 were in attendance.
- Sharing
Building/Renovation projects - updates
Devin shared that the City of Del City has purchased the bowling alley site just west of the library for the new Del City Library location.
Julie informed that the installment of the audio visual system at Northwest should be complete by the end of the week. Training for staff is in progress.
Michael informed that the restrooms at Ralph Ellison are great. He also shared that the audio visual system is scheduled to be installed next month.
Barbara shared that the Public Art is up at Warr Acres.
Melody shared that she and Todd are meeting regularly with the City of Edmond regarding parking. She stated that not as many complaints are being reported to the City of Edmond.
Angela is trying to make final decisions on carpet for the Downtown Library. She met with Spaces, Inc., in Edmond to look at table options.
LaVetta, AL informed that she will receive her new desk on Friday.
Angela shared that a Veterans Group representative sets up a table in the Downtown Library on Wednesdays to help homeless veterans sign up for their veteran benefits.
Denyvetta received a telephone call from Amtrak employee informing her that a set of keys with a MLS key card attached was found on the Heartland train. Denyvetta looked up the customer information and contacted the customer.
Training/Workshops - Highlights
Jana informed the managers that items from Capitol Hill’s self reserve pick-up are disappearing off of the shelves. She recommended maybe keeping reserves for some customers behind the circulation desk.
Katrina informed the managers that Bethany will have their Open House on Saturday, December 14 at 2:00 p.m. She indicated that this will be the final program for Sharon Nolan who is retiring on December 31.
- PIE Group – Updates
Kay shared with the managers that the PIE Group is working on the ongoing programming to help with the planning in implementing programs. They are working on developing a flow chart on how to go about the entire process from the concept of a program. There is also a checklist. Kay informed that OUT has contributed and has played with the flow chart.
Kay introduced Devin-DC, Todd-CT, Emily-VI and Melody-ED as the Beta PIE Group. The Beta PIE Group has introduced the flow chart to their staff and any feedback received from staff will be considered and any updates to the flowcharts added. The Beta PIE Group was invited to use this tool for what they decide to do for events and to use it to determine what they want in a program. Kay requested that the managers share the flowcharts with their staff and use them as they plan the upcoming programs especially for this summer. Then provide feedback to PIE to help make the tool more user friendly.
Kay is still in the process of updating the flow chart and will soon upload it to the Intranet. She informed the managers that a class is being developed to help programmers write program descriptions. PIE minutes are posted on the Intranet.
Summer Reading
The PIE Group are on the Incentive To Read (ITR) committee, which is planning the reading program for this summer with the new online signup and tracking.
Kay and John Wood will visit each location to look at options so customers can walk in, sign up and track their progress at any MLS Library with minimal computer wait time. She shared that there will be no paper involved and that volunteers will assist with the sign up and tracking. She asked the managers to think about using Netbooks for sign up and informed that staff computers will have access for signing up. Any internet access equipment will be able to access the site. Registration for early sign up will be allowed.
To ensure that we simplify the reading program as much as possible this year and help our customers experience the same options at each of the MLS locations, do not purchase or acquire any additional items/prizes for giveaways. The Development Office is working on getting sponsors for us to get the incentives and items for the drawings.
- Announcements
Next MLO Meeting – WA – January 22, 2014 - 1:30pm
Denyvetta shared that three of the male MLO’s are bakers and will bring snacks for the February 26 MLO meeting at Almonte.
“A good head and a good heart are always a formidable combination.”
Nelson Mandela
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