Leadership Team Minutes - May 06, 2020

The team reviewed the Returning to Work FAQs that were drafted for staff as protocols for coming back after the unexpected closure due to Covid19. Reopening will occur in phases for safety. Measures for cleaning, physical distancing and shift scheduling were discussed.

Marketing and Public Relations will work on getting the word out to customers and prospective customers who are not connected with us electronically. These teams also will work on banners/signage to promote curbside service; these banners can then be updated and changed as other phases and opportunities occur. The FAQ document will be updated with weekend hours and additional information.

The concept of ‘bonus bags’ was addressed as a solution for those who wish to browse/do not have the ability to browse online. Will test at several locations as an option for a ‘bonus bag’ of items (example, children’s materials) that could be checked out and taken home on the spot. This service will be promoted at curbside, online and via social media.

Risa presented information about proposed changes for reduced cost replacement charges.

The business office shared that the draft FY21 budget is balanced and in Martus for review. The BUS Department is operating as normal with staff in office. The Leadership Team members were asked to ensure with their managers and staff that Intacct submitters and approvers are currently up to date, and that BUS is aware of staffing changes due to leave. Staff are reminded to maintain procedures (attaching invoices in Intacct, etc.) while teleworking. Over $25,000 of sanitation supplies are currently on back order as of early March.

The HUM team is physically is present and available for staff in this time. HUM staff are currently working on benefit updates for FY21 and on filling 13 vacancies in the system.

Learning and Development reported that weekly Tuesday training sessions going well and are well attended. An updated L&D newsletter will be coming with training opportunities. Staff were reminded to complete the outside commitment form so that we are tracking development hours and statistics.

The IT department is working throughout the Downtown building for safe distancing and they are also present in the department. Performing service calls with safety precautions in place. Looking forward at needs related to teleworking and safely distancing and cleaning computer equipment.

Maintenance reported that hospital grade cleaning is occurring with contracted janitorial services. Fogging is not a practice we will use regularly due to cost/need. We experienced minor vandalism at a few locations during closure; maintenance is addressing.

Our goal is to maintain a supply chain of gloves and cleaning materials. Leaders were asked to ensure we have two-way communication among staff regarding availability of supplies and need for supplies. For those staff that can, it was discussed that department managers increase teleworking to reduce the necessary use of cleaning supplies until items are more fully stocked as libraries are the priority.

The Marketing and Communications Team has been restructured into two teams. Kim Terry will lead Public Relations and external Advertising. Internal Communications/Marketing requests can be directed to the Marketing Department (Rick, Marcie and Victoria). Together, Marketing and Public Relations are working on a new summer reading commercial and efforts for press coverage about programs and services are being picked up by media outlets.

Security is back in the buildings and security guards are required to wear masks. Contact Justin H. for security needs.

Planning and operations virtual meetings will continue. Projects are moving forward and all efforts are being made to stay on construction and development timelines as much as possible.

Pauline shared that the management structure for Collection Services and Development is now complete. Collection Development is looking to resume ordering physical materials and managing digital resources.

Engagement and Programing Services have restructured summer reading to take it online and make engaging with the library through summer simple and electronic. The team is creating additional resources to help connect presenters and attendees via zoom and digital methods. The team is also focused in promoting resources for key customer segments (parents working from home, etc.).

Outreach is not performing physical work out in the communities until at least August 1.

Special Collections is focused on doing online programing, oral histories and recording experiences of the current pandemic.

Public Services is addressing challenges with reopening throughout the system and as unique to individual locations. In Edmond, Pelican Bay is closed and signage directs customers to the original main Edmond location. Staff at all locations are dealing with large volumes of returned materials. Additionally, CIS is receiving a large volume of phone calls.

The May Xchange meeting will move to Zoom to help maintain communications throughout locations and departments.