Public Services Managers Minutes - February 13, 2020

1:30

Welcome & Introductions

Minutes: Brandon Beckham (AL)

Reviewers: Jason Wiggins (VI), Todd Podzemny (SO)

1:35

6 Hats- Circulation Forum-Milissa

Blue Hat – Milissa as Moderator

White Hat – “What Do You Know About the Circ Forum?”

Red Hat – “What Do You Think About Having a Circ Forum?”

Black Hat – “What’s the Worst That Could Happen?”

Yellow Hat – “What Are the Positives of Bringing the Circ Forum Back?”

Green Hat – “How Will This Happen? What Does It Look Like?”

3:00

Break

3:15

Assisted listening devices- Erin

If your library location does not have any assisted listening devices, IT will send you a set. You may reach out by calling the Help Desk (2210).

3:20

Access Workshop training timelines – Erin

With the addition of new course dates, any current MLS staff that has not already done so should be able to get all three Access workshops before the end of May. Newly hired AS I’s will complete their Access trainings within months 4-6 from their start date. Newly hired AS II’s and library managers/supervisors will complete their Access workshops within months 2-4 from their start dates.

3:25

Delivery Update- Jennifer

Based on feedback from managers and staff and a study of the data, some of the routes have changed. The most noticeable change will be that the delivery windows have narrowed. These changes will go into effect April 13^th.

3:35

Reminder about staff meetings- Erin

Some guidelines regarding the recording and sharing of staff meeting minutes were provided. These include: provide attendance from the meetings; if ground rules are given, be sure to follow them; share info from PSM and Regional meetings with staff, and be sure to mention that these comments came from these meetings; give your Staff Association rep time to talk, as well as your Access and Engagement managers; share any kudos at staff meetings; have your notes typed and shared by the 5^th of the following month, and; be sure to invite Chris Kennedy and Julie to your staff meetings. LMs are expected to attend all full-staff meetings held at their location. They are both still seeking to visit at least one staff meeting at each location per year. When they do attend, please give them time to speak and answer any questions from staff.

3:45

Reminder about PITS entries- Erin

When creating new reports in PITS, be sure to hit save on each section as you update, otherwise there will be incomplete reports that get forwarded to LMs. LMs should be reviewing every PITS report that comes from their locations. Staff should also be sure to include which Rules of Conduct were violated. Keep out any personal feelings; stick to the facts and the events which took place, and be descriptive regarding each incident (ex: include any cuss words that may have been said, but be sure to put them in quotation marks). Write reports for each incident that is done by a perpetrator; do not add new events to older PITS reports. Email your supervisor or RD if you are recommending a ban. Create and enter PITS reports in a timely manner. Finally, be sure to lock the report once you are finished with updates and follow-ups. Glitches with the save feature within PITS was mentioned during the meeting, and all save button bugs should be reported to John Wood in IT and Justin Herwig in SEC.

4:00

Gift cards in programs- LaVetta

For any new library programs, do not use gift cards or gift certificates as prizes. This is viewed in the same vein as giving out direct cash, which is an ethical do-not for public entities. If any LMs or library programmers have questions regarding exceptions, please refer them to your RD.

4:10

Training topics for next fiscal year- Mark

Milissa in L&D is seeking new training idea proposals for the upcoming fiscal year. LMs should confer with their staff, gather ideas, and forward them to their RD by the end of this month (February 29^th).

4:15

Updates

Mileage Forms – review local mileage forms sent to you from staff thoroughly before signing and approving.

Intacct – diligently review all Intacct line items on each RTO for accuracy (items match what is on the attached receipts, correct budget is used for each item) before approving.

OLA and Mileage – since the OLA Conference is in Tulsa this year, mileage and toll road fees will come out of the Conference Travel budget (5131), and not your location’s local mileage budget.

Conference Reimbursements – for conference attendees seeking reimbursement for expenses, only plane tickets and conference registration fees are eligible for immediate reimbursement. Other associated costs (hotel rooms, meals, per diem, mileage on personal vehicle) will be reimbursed after the conference. Also, only hotels in the city in which the conference takes place are eligible for reimbursement; for insurance purposes, Air B&Bs are not acceptable.

Account 5160 – Programming budgets for each location are capped at $10,000.00. Your location’s 5160 base budget for FY 2021 will be set to its base from FY 2019.

4:20

Sharing time

Interoffice Delivery Envelopes will no longer be purchased by the Business Office. Each location will purchase them from their own Supplies budget. There is still a large quantity of routing envelopes floating around MLS, so please be sure to speak with your RD before ordering.

If your location is involved in any local Chamber of Commerce that has a leadership program that you wish to participate in, please speak with your RD.

Due to commitments to attending the PLA Conference from some RDs and LMs, there will be no be no Regional Managers meetings in February.

Dare to Lead discussions are coming to PSM meetings soon. Worksheets are free online at https://brenebrown.com/downloads/. There is no need to purchase the book, but it is encouraged.

4:30

Adjourn – Meeting ended at 4:30 p.m.