Library Managers Minutes - August 09, 2018

• 9:00 - Welcome & Introductions   
  • Minutes: Todd Podzemny (SO)   
  • Reviewers: Barbara Beasley, Chris Stoffel

• 9:05 - ScheduleAnywhere – permissions and schedules – Risa   
  • Based on the manager survey, the following changes will be made to ScheduleAnywhere permissions:
    • Library Managers and higher will have admin privileges 
    • All public services managers will have the ability to set up a new employee 
    • Only library managers and higher will be able to delete an employee 
    • Managers will only be able to make changes to schedules at their own location 
  • It is the manager’s responsibility to ensure that ScheduleAnywhere accurately reflects the hours each employee actually works. This includes the odd shifts caused by FT employees working on Sundays. 
  • If a non-exempt employee works more than 40 hours, please notify your Regional Director.

• 9:15 - ONEcard MOU requirements - Melody   
  • If a library is planning any school visits related to the ONECard program, please submit the names of the involved staff members to Elizabeth Kessler. All staff on ONECard-related school visits must have annual background checks to comply with the MOU. 

• 9:25 - Code Adam in EduBrite - Julie   
  • Milissa will be assigning the Code Adam training to all staff members through Edubrite. 

• 9:35 - New Manager Onboarding - LaVetta   
  • Each library should locate and dispose of the old manager’s handbook at their library, as they are out of date and not planned to be updated. 
  • LaVetta put out a call for articles that would be helpful for new managers so she can add links to them in the checklist. 

• 9:45 - Engagement Specialist I’s - Risa  
  • All supervisors of ES Is should evaluate their duties and expectations to ensure that they are working to their job description and are sufficiently distinct from ES IIs.

• 10:00 - Break   

• 10:15 - Department Reports:   
  • Access Services – Risa Sargent  
    • Libraries are currently starting up the inventory process, and the AM team will be discussing best practices at their next meeting. 
    • AMs are cleaning up their serial records to allow for full magazine reserves. 
    • All AMIs are invited to this month’s AM meeting. 
  • Collection Development – Sarah Peterson   
    • The collection inventory should be the top priority for access staff. 
    • The workgroup to discuss alternate procedures for providing access to Launchpads is currently being assembled. 
    • Notify Sarah if you are withdrawing Western minicats in good condition or if your library has a need for catalogued Western paperbacks. 
  • Central Information Services – Tim Spindle 
    • CIS answered 5900 phone calls in July, compared to 3300 phone calls at all locations not yet covered by CIS. 
    • Warr Acres is the next library scheduled to be turned over to CIS. 
    • CIS are the subject specialists on eMedia and mobile devices. If your local staff have reached the limit of the assistance they can provide, they should call Jessica Moad’s extension directly. If she’s not available, Tim Spindle is the backup.
    • CIS is still looking for library staff to serve as relief staff.  Contact Tim if you have any interested candidates willing to provide excellent customer service and be trained on the CIS resources. 
  • Outreach – LaVetta Dent   
    • All Outreach events are now being posted on the Outlook Outreach calendar. Make sure Engagement staff are checking often to see if there are any outreach opportunities they are interested in helping with. 
  • EPS – Melody Kellogg   
    • Hiring continues for vacant managers 
    • Proposals for the Google grant are due by the 15^th. 
    • MLS Studios workgroup is currently working on best practices and is taking Leadership Team feedback on board. 
    • EPS job descriptions are being clarified, and more detailed explanations of each staff member’s duties will be coming out soon. 
    • Calendar software design is continuing. EPS is working with the vendor to ensure that our calendar matches our outcome-based program planning. The new software is scheduled for a December 3^rd rollout. Admin training will take place on November 1^st, and the management team will be trained on November 7^th-8^th. Staff will be trained by local managers. Training materials will be provided by EPS. 
    • Workgroups have been formed to review the six identified outcomes for program planning. 
    • A Strategic Planning and Organizational Steering Committee has been formed to identify which statistics need to be tracked and reported to various interested parties. 
    • MLS had 20% higher Summer Reading participation over last year. 

• 10:40 - Meetings for Public Services Managers – Julie 
  • The monthly Library Managers Meetings have expanded to include several departmental heads. The previously scheduled Library Managers Meetings will be replaced with Public Services Managers Meetings. There will also be opportunities for the library managers to have separate meetings more closely focused on library-specific discussion topics.  

• 10:50 - Citizenship Corners - Melody   
  • The Citizenship Corner is a specific program consisting of a long-term display of relevant items and consumables, classes, and one-on-one assistance by grad students. If your library is contacted by Dr. Griffen or if your library has a need for a Citizenship Corner, please contact your Regional Director. New programs will be coordinated through EPS. 

• 11:00 - Membership Reimbursements - Julie   
  • There is a $3600 central budget for professional membership reimbursements. The Leadership Team is currently discussing how this money will be distributed. 

• 11:10 - General reminders and updates - Julie  
  • Special Programming Forms were updated last year. Please make sure your programmers are using the updated form with the line asking whether or not the programmer is a family member of any library staff or commission members. 
    • If a programmer answers “Yes” to this question, notify your Regional Director so it can be reported to the Commission.
  • The Public Services Position Request form has been updated. Make sure you’re using the most current version. 
  • Until a new Regional Director is hired, Melody’s responsibilities will be divided between the remaining Regional Directions:
    • BI – Risa Sargent
    • DN – Chris Kennedy
    • CH – LaVetta Dent
    • EPS – Julie Ballou

• 11:15 - Trial services & Sharing
  
  • The Edmond scanning station has been seeing a lot of traffic. It doesn’t fax, but it scans to email or USB. The quality is slightly lower than the copier, but it has provided a useful alternative to customers when the copier is occupied.
  • Belle Isle relocated their teen space to make it more separate from the children’s area and increase quiet study space, which has resulted in less conflict between the two use spaces. 
  • Bethany and Warr Acres have both separated their JNF sections from ANF and are separating out graphic novels. 
  • If your library intends to shift JNF to a new location, please notify your Regional Director before beginning the project. 
  • Tech Processing has Graphic Novel stickers available for any library that needs them. Only graphic novels at the Juvenile level and older are being stickered. 
  • Midwest City’s express computer is successfully providing a means of completing quick print jobs when all full-service public computers are full. The self-service checkout station was relocated closer to the service desk, which has increased usage. 
  • Northwest’s JNF collection has seen an increase in circulation of 130% since the shift. They are also planning to shift the Fiction collection to rebalance shelving following the withdrawal of all remaining minicats. The Large Print collection will be moved closer to the front. 
  • ED will be replacing their HVAC system, which will result in a closure of up to eight weeks. An architect has been hired by the city to plan the process. The planned November closure has been pushed back to the spring. 

• 11:20 - Open Discussion  

• 11:30 - Adjourn 

Next meeting 9-13-2018 at Ralph Ellison