Managers of Library Operations Minutes - March 25, 2015

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

Denyvetta introduced and welcomed Chris Stofel, the new Manager of Library Operations for the Extension Libraries.  She later introduced and welcomed the new Manager of Library Operations, Brandon Beckham who began his new position at AL on March 2.  Brandon is the former assistant manager at SO.

The managers welcomed and introduced themselves to our new managers and Denyvetta introduced the guests.

Open Discussion

Tailored Titles – Tim Spindle-PLA

Tim-PLA, presented an overview of the Tailored Titles brand. He demonstrated the electronic components of the newsletters for Tailored Titles so the managers will have an idea of what the template for the online surveys will look like.  PLA will create accounts for all staff who will be participating in Tailored Titles as Content Specialists to which the accounts will be set up through a website called “Library Aware” so staff can sign in to manage newsletters and create personalized reading lists.  Kellie-PLA, informed that the online surveys will be through an online forum with training beginning in April.  This program expands upon the one that NW has been doing for their customers and staff there have volunteered to be training coordinators. 

Tim Rogers, Executive Director, asked how would the program be a success and suggested that it would be a good idea to have a pre-planned report.  Tim-PLA, informed that the newsletter service will be heavily marketed starting in May for the June issue. Kellie shared that the email newsletters will be promoted on the confirmation emails customers receive when they sign up for Summer Reading.  Something similar was done during Summer Reading 2014 and it was a success.  PLA can also create a post-reading survey to collect data.

They are seeking passionate staff members who will speak with customers, ask questions and are willing to keep track of surveys.  This is another way to connect our customer with resources.  Tim asked the managers to email him a list of staff who are interested in helping to get this program up and going.

Library Card Applications – Cheryl Mann-CC & John Utley-IT

Cheryl and John briefly discussed the difficulties when working on application checks.  Cheryl explained how the process has changed for processing application checks since switching to the Carl X ILS.  She also informed the managers that it is more difficult now that all of the libraries are open on Sundays.  She shared that during the Fiscal year 2013-2014, there were 41,487 library card applications processed.  10,149 applications were processed from January - March 2014, and May – June 2014 during Summer Reading there were 12,536 applications processed.

When asked what percentage of applications has errors, Cheryl replied that since the implementation of the new application there are 99% errors and of those about 25-30% are major errors to which she corrects.  She shared that many of the errors are largely because the new application has taken the place of about 5 different forms and now there is more information for staff to enter.  Cheryl stated that she has had multiple discussions with circulation clerks at the Circulation Forum meetings, and has given handouts regarding the appropriate way of entering customer information.  Denyvetta shared that there were minimum errors before the new system.

Tim Rogers suggested maybe coming up with a report that clarifies potential major errors and to have a discussion with circulation clerks to get their input.  He recommended checking with other TLC libraries to see how they handle library card applications because the goal is to try and minimize the amount of work issuing cards. 

Denyvetta recommended that Cheryl no longer correct errors on applications but instead to send the managers an email making them aware of the error so the clerk can be held accountable.  There was a suggestion that circulation clerks be allowed to shadow Cheryl when working on application checks and she agreed.  Cheryl is also having problems reading staff initials making it difficult for her to know who completed the application.  It is important that customers have the ability to sign onto their accounts without having to worry about whether their information was entered incorrectly denying them access to our databases. 

Five major errors that Cheryl normally sees on applications are: the wrong type of card issued, Internet or not, the wrong address entered, customer’s name and the guardian’s name.  The managers briefly brainstormed and determined the top four major errors that Cheryl will send to them without corrections are: issuing the wrong type of card, entering the address incorrectly, customer’s name and the guardian’s name entered incorrectly.  She will forward an email to the managers informing them what dates she would be available to be shadowed.

Paycom Questions/Concerns 

The managers shared that although there are still some failed finger scans staff are doing much better since we began using the new time clocks and are staying within their regular working hours. 

Rachel-NW, Risa-DN, Todd-CT, and David-BI, are the committee members overseeing the different features on the new Paycom software regarding scheduling and to try and come down to using only one piece of software.  Rachel indicated that before their first meeting they were trying to determine what the different features were and informed that each member has been successful in creating schedules using Paycom and exporting them to an Excel Spreadsheet but there are still a few things that they need to work on.  The committee will work on seeing what happens with the time management functions and if it will be beneficial to them.  She expects to present some suggestions to the managers within the next month.  

Positivity in the Workplace Initiative

Denyvetta asked if feedback has been received regarding the positive messages forwarded to staff.  Several managers shared that their staff loves it and several are doing role play that is going really well. 

Denyvetta shared that the positive wristbands are light blue with a dark blue logo that reads “Stay Positive and Beyond You”.  According to Stacy-PLA, the bans are due to be available on Monday, March 30. 

Other topics

Barbara’s reconstruction of the Library Aide Manual report is on behalf of a committee comprised of Barbara-WA, Rachel-NW, and Melody-ED.  At some point, Barbara is looking into having it placed on the Intranet.

Denyvetta expects for Customer Appreciation Month to be done the same as last year.  She will follow up with Kim-MaC, regarding whether Customer Appreciation Month and MLS 50th Anniversary will be combined or individually this year and will forward a reply to the managers.

Library News/Happenings

Each MLO gave a report on news at their library.

• Almonte – Brandon is excited that he started his new position as MLO at AL on March 2.  He shared that he has completed his budget.  He is also trying to get some meeting room space for the library and is in the process of scheduling a meeting with Curtiss-MTN, to see if partitions are available for use.  So far everything has been good.
• BeIle Isle – David recently hired a new half time circulation clerk, Katie Widmann.  She is doing a great job.  The Friends of the Library approved their request for a grant to purchase interactive toys for their children’s room.  Staff has received a lot of great comments and feedback.
• Bethany – Staff has been doing a lot of weeding and cleaning shelves.  The Bethany City Council will have a special session on Thursday, March 26 and the agenda includes the bond issue.  BE had teen programs where participates built robots by using toothbrushes and a Scrabble competition took place.  Staff is planting a tree for Arbor Day.
• Choctaw – The Choctaw Library Guild has resumed and now able to fund the library to purchase Robot Kits for the Lego Robotics Club for the kids.  Curtiss-MTC, placed drains on the back patio and the planter is repaired and ready to go.
• Del City – Librarian, Josh Jordan worked on the wording for bookmarks and circulation clerk, Crystal Easley is working with the Summer Reading committee to help design the “Celebration Station” displays that they are really proud to be a part of.  DC construction project is back in discussions.
• Downtown – DN has a large display from the 45th Infantry Museum.  Event Coordinator, Vanessa Davis worked with MaC for the press release.  In April, they will work with the ZooZeum to display animals.  Julie is grateful to have worked with Denyvetta in promoting 2 half-time librarians to full-time.  Abigail Stout is helping with the Tween programming and Cameron Smith is one of the library aide supervisors. 
• Edmond – ED is in the middle of their MSL visits.  Melody is working with MaC to get signage for the children’s area.  Because of the free tax help taking place at the library, staff has been overwhelmed with customers complaining about parking.  Melody believes it is a wonderful service to have but suggested coming up with a better way to serve the community during tax season.  Denyvetta will add the tax topic issue to next month’s MLO meeting agenda. 
• Extensions – Chris is temporarily working DN with Denyvetta as they are working on space for him at NP.  He has traveled to the extensions visiting with staff and expressed how impressed he is of the knowledge that they have for the library and the communities they serve.  He is excited to be here at MLS. 
• Midwest City – MC will be closed for carpet installation on April 13-26.  Chris extended his appreciation to everyone for their willingness to house MC staff during closing.  2 new library aides were hired.
• Northwest – Rachel was asked to speak at an OLA workshop called, “Spring Into Action” currently taking place at NW today.  She gave a tour of the library.  NW should be receiving their official library sign within the next couple of months.  Newly hired full time circulation clerk, Teilor Tippetts is very personable with great customer service.  The library is starting a teen advisory board that librarian, Amber Clark is spearheading. 
• Ralph Ellison – Denyvetta shared that there are 2 applicants interviewing for RE/MLO position.
• Southern Oaks – Randy is finishing up preparing for the annual Fan-fiction/Fan-art contest that SO have been doing the last few years.  The reception will be this Saturday, March 28.  A half-time librarian pitched the idea of a home school art exhibit in which a reception will be held sometime after Easter.  The search for an assistant manager is still ongoing.
• Village – The new MLO, Benjamin Harvey will be DN in GOAL training on Monday, March 30.  He will attend the Creativity Forum on Tuesday, March 31 and will begin his duties at VI on Wednesday, April 1.
• Warr Acres – Staff rearranged the workroom and did some spring cleaning.  Barbara shared that there were 97 people in attendance at the “Stinky Piece” program at WA.  She hired a library aide 2 weeks ago who is fitting in pretty well.  This is the first year that WA has been asked by Putnam City School District to display artwork and drawings from various Putnam City Schools.
• Library Operations – Denyvetta informed that Nita reported that it went well sending the minutes to the managers for review.  The managers agreed and requested that Nita continue to forward the minutes each month.

All of the budget information has been received.  Denyvetta and Kay will review them and provide feedback to the managers before the budget deadline.

Denyvetta received a large number of registrations for OLA.

Melody-ED, is a candidate running for OLA President.  Chris-MC, is currently the OLA Secretary.

Announcements

• Next meeting – Wednesday, April 22, 2015 – BE – 1:30pm
• Legislative Day is on April 7. 
  MLS, Pioneer, and Tulsa Library Systems will sponsor the breakfast.
• Lead to Change – Friday, April 24, 2015, 9am – 4pm, Hardesty Regional Library                           
  Interactive workshop to provide insights and tools to redefine collection development and reader’s advisory strategies.

The managers were asked to contact Denyvetta if they are interested in attending the workshop and she will inform Stacy.