Adult Services Minutes - February 23, 2016

 Adult Services Meeting – February 10, 2016

Meeting Date/Time: Wednesday, February 10, 2016 – 1:00 to 3:30 pm

Meeting Location: Midwest City Library

Purpose: To discuss and learn about issues which effect local and system programs.

Outcomes: 1) Learn which programming forms to use

                        2) Learn Summer Reading changes for 2016

                     3) Marketing resources available for programs

                     4) Select program presenters for your library location

Format Discussion:

LaVetta opened by discussing a new format to set ground rules for meetings. She asked the staff for their ideas for ground rules. A few of them were:

• Respect those who are present and not present

• Be present for meetings, not doing other things during meeting

• Participate during meetings, and to always stay on topic.

LaVetta wants to have this same discussion with the YA and Children Programmers and have one list of ground rules for all three groups.

Welcome & Introductions

Program Planning Forms:

LaVetta reported affidavits are no longer needed from performers / presenters, only for certain situations. Due to the changing of the Oklahoma law. LaVetta contacted the Business Office and since affidavits are not needed except on occasions, they will let Outreach know when this form is needed and we will get this from the performance group.

Emily gave ways to become more organized while planning programs. She stated to use the Program Planning Checklist often. Make a timeline, use Outlook Calendar for deadlines, and take notes while speaking with presenters, or other programmers. Always set deadline reminders for yourself and try making it a habit to check your Outlook calendar.

Performing Artist Database:

LaVetta stated the “Special Programming Form” is being changed, possibly to the “Program Agreement Form”. The Artist Presenter form will be changed since we are no longer needing affidavits. An appropriate expiration date will also be determined by Outreach and the Business Office. In the meantime please contact Shren Sylvester to check if performers have current paperwork in our system. If they are not updated, be sure to collect the needed information. LaVetta reported when the new “Program Agreement Form” is available it will include a front page called, “Memorandum of Understanding” which will print when printing the agreement form. This form list expectations of our library system for performer, our payment process, and expectations for volunteer presenters. LaVetta is going through notes about how different libraries are using these forms to make necessary changes and be more thorough.

Information & Deadline:

• Even though SignUp Published date for programs is by the 20^th of each month and Marketing Request Is not due until 30 dates before you need your materials, it is good to get in the habit of submitting your Marketing Request when you do your SignUp entry. Keep in mind the earlier the MAC Request submission the better. Be sure to double check the date, time, and phone numbers on all proofs and magazine proofs, then double check the flyers once they are received to make sure all promotional materials agree with what you have on SignUp.

• Always make copies of your paperwork before turning into the Business Office (BUS), there are times these get lost in route to BUS and they will us your copies when originals are lost. Otherwise, you start over collecting paperwork from presenters.

• Let Kristin know if you are not on the Children’s Programmers email list, let Emily know if you are not on the YA Programmers list, and LaVetta if you are not on the Adult Programmers list. They will get you added to the appropriate list.

• Always remember checks will be sent out to performers the day after their last performance. The BUS needs at least two weeks to process checks. Therefore, have performers paperwork turned in advance, before they perform. Again, it is good to complete the paperwork when you are entering information in the SignUp and getting your Marketing Request completed, BUS will process the paperwork when they receive it and keep it and mail it on the appropriate day, no matter how early you send the paperwork.

Mileage - If a performer want their mileage paid, be sure they include it in their overall fee. Non-MLS employees do not reimbursement for mileage. The same goes with supplies, they must include items in their total fee amount. The only exception we make at this time is with the OSU Extensions. They only charge what they spend on supplies, so at this time the BUS will accept their invoice for supplies and provide a check for that amount as payment.

Late Charges – We do not pay late charge fees. Communicate with your performer that payments are not made until day after the program or last performance date. Double check to make sure all paperwork is completed and check is ready before the week of the final program/performance.

Program Presenter, No Show – The Business Office must be notified immediately if a presenter does not show up for their program. Presenters are expected to call to inform you if they are unable to make it, or if they need to reschedule. Always contact the Business Office if this comes up. If this is a presenter that someone in Outreach has arranged the program, email the Coordinator to make her aware when presenters do not show up, for example: 1-2-3 Play with Me, Art After School, etc.

Career Development Workshop

Kelley Riha discussed a career development workshop she attended this week. She will send out the handouts when she gets an electronic copy from the presenter.

Summer Reading / Beanstack:

LaVetta stated the new software system is more modern, intuitive, user friendly, and looks really nice. It has a badge system for goal completions. She reported they’ve sent tutorials, which are very easy and simple to learn. They will be available for staff training during April. There will be assessments after training and visits from Emily, Kristin, Stacey, and Heidi Port at Regional Meetings, times will be set soon.

LaVetta asked “Why do you think we do Summer Reading?” A few answers were, “To keep people engaged in reading and it’s a great way to learn.” “Summer Reading Fun and it’s great for kids to read.” “To get people involved while they’re young and to spark them wanting to read.”

Kristin – The book order is complete and books are boxed in increments of 25. This year you’ll be able to actually see book titles you’ll receive, on the supply catalog when ordering. Anyone can ‘Read It Forward’ at any level, this year. They can choose to “Read It Forward” in place of getting an incentive for themselves. This year the “Read It Forward” books donated will go to a variety of organizations, who help children in at risk areas.

Marketing:

Jennifer Jones stated MaC receives about 51 - 75 project requests a month. They ask that staff members give at least 30 days for submitting MAC Requests. Make a note to remind yourself to submit MAC Project Requests in advance. If you miss a deadline and there is a template for a similar program used previously, and it will work for your project, MaC can use a recycled template, change the wording, and have it ready within 10 days. Using templates in the MaC Gallery will allow you to do your own or have a quick 10 day turn around for your flyers. Jennifer added that if you want to use recycled artwork for bookmarks it may take longer to receive due to size, other sizes are much easier. If you submit a project in advance and something comes up and need to be changed please let MaC know as soon as possible. Due to challenges MaC has had matching up project titles in SignUp with your MaC Project Requests, they now have the PPC providing a project code, so MaC requests will ask for this number now. It’s always best to enter MaC requests at the same time as entering them into SignUp.

Jennifer and Kim gave instructions on how to use the Metropolitan Library logo correctly:

• Remember to always use the library logo while doing your own flyers.

• Don’t forget URL and “Metropolitan Library System presents” on all materials.

• Marketing supplies are ordered from Marketing.

• When you turn in your Program Planning Checklist an ID code will be sent. Use project code for all MaC submissions so they’ll match up.

• MaC will soon create a logo with a transparent background.

Summer Volunteers:

Heidi Port stated, when working with volunteers you could be working with or training your future coworkers. She would prefer to see each employee connect with one or two volunteers and mentor that volunteer or volunteers instead of one person supervising and trying to mentor many at once. For more information, the volunteer expectations, overview and sample items were added to MyMetrolibrary.org on February 5th.  The remaining volunteer Online Training will be added once the training for staff has been developed.

As evidenced in the Summer Volunteer Expectations, DVS has been focusing on summer volunteer experiences, developing volunteers’ skills, and making the library each volunteer’s third space.

•             1st space – Home

•             2nd space – Work or school

•             3rd space – Your “Choice” - your library

There are many ways to create this experience. 1) Encourage them, and their positive behaviors. 2) Creating a relevant learning environment. 3) Encourage volunteers to be stakeholders in programs they can help develop 4) Access “Library Career Overview”.

•             Heidi read the Summer Volunteer Timeline which ends August 2, 2016.

•             Heidi also passed out Book Sale volunteer information to attendees.

Guest: Mary Surbech, a representative from OLLI @ OSU (Osher Lifelong Learning Institute Oklahoma State University), gave libraries booklets of classes being offered in the communities across the state to put out for our customers. These programs are offered in libraries, in other communities and LaVetta asked for contact information to inquire about providing these classes in Metro Libraries.

Meeting adjourned @ 4:00 pm

Presenter Showcase Begun