EPS Steering Committee Minutes - May 30, 2018
Summer Reading
The Summer Reading Committee met yesterday. We are in good shape for the June 1 start date. So far 4246 people have signed up. Teresa will be the point of contact for OKCPS Summer School and Read OKC.
Cabinet Reports
- Adult Cabinet - Postponed their last meeting until after the community needs assessment has been completed. Proposed having a full cabinet meeting (with adult, teen, & children's cabinets). We want to present the findings of the needs assessment to staff prior to taking it to the commission. We will discuss the further after we meeting the Planning to look over the needs assessment findings.
- Teen Cabinet - Is waiting until after the completion of the community needs assessment before scheduling next meeting. Community needs assessment is over 60 pages long and each external factor category has at least one item that stands out.
- Children's Cabinet - One-on-ones are being scheduled with each cabinet member to check in about Summer Reading, next steps with the needs assessment, and to identify ways that EPS can support them.
Project Reports
- Calendar/Meeting Rooms - The demo of Library Market was phenomenal. We are going to propose recommending them to the commission as a sole source provider. Anticipated launch date of November/December. LM will be able to migrate data from Evanced system. We have the funds to cover the implementation costs and renew our service with SignUp/Spaces.
- Makerspace - A rough draft of the user agreement has been created and still needs to be reviewed by our lawyer. Rules will be the same across the system. The list of six proposed names is ready for staff to vote on.
- Ruff Ruffman - Ralph Ellison concluded their seriers of Ruff Ruffman programs. Robin Miller did a post-evaluation after each session and wrote up a document with what worked, what didn't, and what could be done differently next time. She has shared this document with Kristin.
- Google Project/Workforce Development
- Google: will create a staff survey to see how staff could use the items purchased with the grant.
- Workforce development: Julia visited Workforce Central OK Innovation Board Career Center. They have tons of computers, phones, classrooms, Snag-a-job for soft skills, and invite companies to do large scale hiring at their facility. They said that Microsoft skill is the greatest need for the people they see. Most of the people they see are 40-60 years old. Said that 10am is the best time for classes. The first step for us is to make staff aware of existing resources. The Workforce Development Committee will compile a list of resources.
Julia also met with Tony Hutchison from the Oklahoma State Regents for Higher Education. He said that 40% of college students need remedial math skills. Students are not prepared for college level work. It might be beneficial for students to be introduced to careers earlier so they can plan the course work they need in high school. Kristin mentioned the Summer Academies offer through the State Regents for Higher Education as a way to introduce students to STEM careers and would be something libraries could easily promote.
Other - If funds exist, EPS would like to purchase inventory management software to help maintain our various kits and items in our Lending Library.
Fall Programs - The USGS has approached us about offering earthquake programs at our libraries. The Oklahoma Arts Council is interested in partnering with us to fund cultural programs like the Our World series we used to do. The Oklahoma Humanities Council is interested in partnering on Let's Talk About It and possibly Maurice Sendak next summer. Once we have completed the community needs assessment and identified our desired outcomes we can revisit these opportunities.
Project Status Updates – We need a way to communicate progress on big projects. As we develop workgroups we need to create charters and communication plans for each. Each group will work on a specific charge and report back with findings. Examples of workgroup charter can be found on the Alignment page on the Intranet. We will create a template for workgroups and checklists moving forward.
Department Periodicals - We discussed which periodicals Collection Development purchases for our department to review. It was suggested that it would be good if EPS could be the final destination for these periodicals so we can refer back to them. Melody will email Greg about adding EPS staff to the routing slips for Booklist, VOYA, School Library Journal, and Library Journal.
Budget Check - We looked over the budgets for EPS and Web Services and discussed the June deadline to enter items into INTACCT.
Big Idea Meetings - Discussed the Pioneers Big Idea meetings and the possibility of having a similar forum for people to come discuss ideas once we complete the needs assessment. This would give everyone a voice and staff a chance to present ideas.
2020 Census – will discuss next week
EPS Presentations for Staff Day - Discussed and settled on three proposals for staff day.
Counting Attendance at programs - Following several questions from staff, we decided that staff and presenters working the program will not be counted in attendance numbers. Staff attending on their break and customers attend long enough to have meaningful engagement with the program can be counted.
Discussion of Roles - will discuss next week
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