PCS Forum - April 2014

Date: April 22, 2014

Location: Southern Oaks Library

Present: John Wood (IT), Kellie Delaney (PLA), Matt Evans (BE), Stephen Boulden (CH), Chris Larwig (MaC), Reginald Walker (RE), Richard Maxwell (VI), Gatlin Sullivan (NW), Todd Podzemny (CT), Roger Banker (MC), Theresa Porter (WA), Daren Anderson (AL), Tonette Woody (DC),  Anthony Edwards (DN), Jacson Melvin (DN), Michael Molina (SO), James Gordon (BI), Gary Stotler (CT), Roni Anderson (BI), Randell Baze (ED), Elaine Page (SO), Kevin Sendall (LO), Steven Go (NW), Ben Flint (MWC).

Guest Speaker – Kay Bauman, Deputy Executive Dir/Library Operations Library Operations

Welcome/Introduction

Meeting was called to order at 3:00pm by John Wood.

The group participated in an icebreaker activity, paper telephone.  Chris, MAC, explained the exercise is a fun example of the different perceptions in communication and how a message’s meaning can change. 

 John welcomed attendees and asked everyone to introduce themselves and their library location/department.

MLS System Updates

Kay Bauman provided an overview of the upcoming changes within the MLS. The system’s ultimate goal is to provide better customer service. The library will be leveraging the staff and new technologies to meet the goal.   Kay discussed three major changes coming within the next few months:

1. Evanced – Kay stated the library has purchased three software solutions from Evanced:
1. Summer Reader – One of the goals for Summer Reading this year was to grow the program.  Having online Summer Reading will allow staff to focus on the important parts of Summer Reading, not maintaining the processes.  Summer Reader will allow Summer Reading to be streamlined.  Summer Reading signup for the public begins on May 15th. Customers can begin logging on June 1st. If you would like more information on the direction and additional goals of Summer Reading, visit the Incentives to Read committee page.
2. Spaces – The library system will be using Spaces in place of MLSRoom Manager.  Spaces is an online room management software.  Customers will now be able to reserve rooms online.  All requests will go through an approval process to ensure the libraries have first dibs on their rooms.  Staff will begin using Spaces prior to the customer launch of June 1st, 2014.
3. SignUp – MLSEvents will become the new SignUp.  SignUp works hand in hand with Spaces.  SignUp is an online calendar and scheduling tool.  It allows staff members to add events, reserve meeting rooms (in one step NO MORE BACK AND FORTH!), add registration, and maintain attendance for events.  Staff will begin using SignUp prior to the customer launch of June 1st, 2014.

2. ILS – TLC (The Library Corporation) was the selected vendor for our ILS conversion.  TLC has begun meeting with staff to start the implementation.  We will convert to the new ILS during Labor Day weekend.

3. Executive Director – Donna Morris, current MLS Executive Director is retiring on December 1, 2014.  The Executive Director Search Committee will be hosting staff meetings to hear more from the staff on what they would like to see in the new Director.  You can find more information on MyMetrolibrary.  If you would like to attend, speak with your supervisor. 

With growing technology and the upcoming changes, Kay stressed the importance that all staff in addition to the Public Computer Specialists be comfortable with emerging technology.  Staff at all levels will be affected by these changes not just the Public Computer Specialists.  It’s important to be an advocate for these changes and help encourage those around you. Kay reiterated appreciation for the PCSes and asked for their continued support during these upcoming changes.

Summer Reading Information/Training

Kellie gave an overview of the Summer Reading Program. She stated that Planning is trying to work through the issues before it is open to the public. Kellie stated if any staff encounters a particular problem, when communicating the issue, please be as specific as possible so they can try to resolve the issue. Outreach and Planning unveiled the new program to Library School Media Specialists to help encourage them to sign up students before school is out. Having an early sign up period will help reduce the initial bottleneck at the library locations.  This program in particular requires so many departments, library locations, and staff to be successful.   It will affect everyone in our library system. Customers who do not have access at home or with a mobile device can utilize any of the library public computers, children’s computers, and CyberMARS.  Kellie will e-mail the link to Phoenix Public Library to view the working model of the EVANCED Software. Kellie emphasized that Planning needs to know the problems so the roll-out will be smooth for our customers.  Contact Planning at anytime with questions, comments, or concerns.

Inappropriate Viewing on Public Computers

Linda Hyams, Security Manager shared with Todd a memo she issued to the Security staff on how to respond if a customer is viewing inappropriate images on public computers.  Todd stated that the PCS should inform the manager/librarian in-charge when encountering a customer viewing inappropriate material on the public computer. The PCS should record the customer’s name, card number, and if possible, the screen and/or web site. The policy should be explained and the customer should be warned as will they face a year ban for a third offense. John added documentation is very important.  If the employees at hand are unable to capture a screenshot, IT can assist if you call 2210 as long as the customer has not logged off the computer. The manager can request that IT monitor a repeat offender’s activity. John also stated the PC management software could change in the future. Kay said she does not have to see the screen shot in most cases.

Sharing

The Public Computer Specialists had an opportunity to share information from their library location and ask any questions.  Everyone had an opportunity to share. 
A question was asked if the new copiers will be placed at all the libraries. John stated by year end, the new copiers (Xerox) will in most of the libraries. The new copiers will be able to scan and use the USB port.

John also stated most of the Wi-Fi access points have been replaced, IE will be updated to version 10, Office 2013 will be eventually installed on the public computers.  IT is currently investigating options on the new version of office for staff computers.

The meeting was adjourned at 6:00pm by Todd.