YA Services Minutes - January 27, 2016

Welcome & Introductions

REPORTS

YA Audio Books

Melissa Weathers (MSL) joined the Young Adult Programmers to discuss the new Launchpad and asked “what teens want” and if they are using Play-A-Ways. Emily replied that Play-A-Ways are a popular subject when she does school visits. Melissa stated when ordering Play-A-Ways she tries to order them for libraries who also have print copies. Melissa then asked what the themes were for Summer Reading.

Lavetta Replied, Children – On Your Mark, Get Set, Read; Teens – Get in the Game; and for Adults – Exercise Your Mind.

SOaP – Strategic Outlines and Principles

Tim Rogers reported meetings are being held with Orange Boy Marketing to discuss our Strategic Plan. They’ve came up with a matrix that focuses on our Mission, Vision, Core Values, and 20 Year Goal. They have identified population trends, demographics, etc. and broken it all down into quadrants. Tim stated there are three strategies that were identified during their meeting; 1) Focus on experiences, not services, 2) Provide learning environments, and 3) Leverage customer relationships to elevate them to the next level. Tim stated we need to engage all members and spark their interest. Tim reported 24% of Oklahoma County residents have active library cards. Our hopes are to see this number increase.

There are five metrics they’ve come up with to complete our goal and engage current & future members. We'll be looking at market penetration, net promoter score, being the third place in the community, and circulation of youth-oriented materials in high risk areas.

The Commission has approved all of these strategies. Tim stated library staff will soon define how they’ll help the organization achieve our goal. There will be much more information to come on this topic.

Program Planning Forms:

Emily gave ways to become more organized while planning programs: make yearly timelines by using Outlook Calendar, include deadlines, and always take notes while speaking with presenters, or other programmers. Always set deadline reminders for yourself and make it a habit to check your calendar often.

Performing Artist Database:

LaVetta Dent is in the process of designing a new Artist / Presenter Program Description form to match the online application. LaVetta has added a check box for W9 information. The online database has been updated to show “Affidavit Expiration” instead of the previous wording “Profile Expiration”. Shren is collecting information from performers to get the database more current. LaVetta is also working with Kellie Delaney to develop a pending message to show up in the database until paperwork is received. Once received an updated message could be emailed to the requesting library staff member stating the performer is ready to be hired. This will help with our communication and feedback with one another. LaVetta stated the “Special Programming Form” is being changed into the “Program Agreement Form”. The new form will have a cover letter included with instructions and library guidelines.

Mileage - If a performer wants their mileage paid be sure it is included in their overall fee amount. They can calculate it themselves. Only library employees get reimbursement for mileage.

Late Charges – We do not pay late charges. Communicate with your performer. Performers will not be paid until after their last performance date.

No Call/No Show – The Business Office must be notified immediately if a presenter does not show up for their program. He or she must let you know they are unable to make it ahead of time, or if they need to reschedule. Always contact the Business Office if this comes up.

• Kristin made aware to also let herself and the Business Office know when presenters do not show up for 1-2-3 Play with Me.

Deadlines:

• Publish programs by the 20^th of each month. Make sure you submit your Marketing Request at least thirty days before your program begins. Keep in mind the earlier the MAC Request submission the better. Be sure to double check the date, time, and phone numbers on all flyers once received and on SignUp.

• Always make copies of your paperwork before turning it into the Business Office.

• Let Kristin know if you are not on the Children’s Services email list. She will add those who should be on the list.

Summer Reading / Beanstack:

LaVetta stated the new software system is more modern, intuitive, user-friendly, and it looks nice. It has a badge system for goal completions. She reported the next thing to get completed are the bookmarks, which need a few changes. The plan is to get them printed and sent to libraries earlier than last year.

Kristin – The book order is complete and books will be boxed in increments of 25. There will be sets of book choices for each age level; Easy Set 1 & Easy Set 2. You will have the option to select books that are more popular in your area. Kristin expects to receive the books at the Service Center next week.

Read it Forward – This year Adult readers will have the option of choosing an adult incentive; book (children books included in option) or they can Read it Forward.

LaVetta added staff will have the opportunity to train on Beanstack in April 2016.

Summer Volunteers – Heidi Port:

Heidi said DVS has been focusing on experiences, developing volunteers’ skills, and making the library their third space.

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

• Heidi passed out Book Sale volunteer information to programmers.

Marketing:

Jennifer Jones stated MAC receives about 51 - 75 project requests a month. They ask that staff members give at least 30 days for MAC Requests. Make a note to remind yourself to submit MAC Project Requests in advance. If you miss a deadline and there’s a template that was previously used, MAC can use the old template, change wording, and have it ready within 10 days. Using templates in the MAC Gallery will allow you to receive your items early. MAC asks that all staff members match up project titles in SignUp with your Project Requests.

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

• Remember to always use the library logo while doing your own template. Don't resize the width/height.

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

• Marketing supplies need to come from Marketing.

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

MAC is in need of more book reviews.

Meeting adjourned @ 3:50 pm

Presenter Showcase Begins