Date: September 18th, 2013
Time: 1:30pm
Attending: Denyvetta Davis-DLO, Kay Bauman-DED/LO, Aaron Bluitt-Asst/DLO, Barbara Beasley-WA, Emily Canniff-VI, LaVetta Dent-AL, Priscilla Doss-BI, Jana Hausburg-CH, Chris Kennedy-MC, Michael Owens-RE, Todd Podzemny-CT, Katrina Prince-BE, Angela Thornton-DN and Randy Wayland-SO.
Excused: Julie Ballou-NW, Melody Kellogg-ED and Devin McGhee-DC.
Guest: Karen Marriott-MSL, John Rollman-PLA and Kim Terry, MaC.
Meeting called to order at 1:30p.m., by Denyvetta Davis, Director of Library Operations
Denyvetta introduced and welcomed Metropolitan Library System’s newest Managers of Library Operations, Emily Canniff-VI and Todd Podzemny-CT. The managers introduced themselves.
Todd shared with the managers that he began his employment with MLS at Northwest Library for a few months then went on to become the assistant manager at Edmond Library. He informed that it has been a very exciting two weeks as MLO at Choctaw.
Emily shared that she was the assistant manager at SO for the past year and now in her new position as Manager of Library Operation at Village Library for the last two weeks. She is having a lot of fun learning new personalities and indicated that the workflow has been great.
Playaway Kits including two chargers to use as replacements have already been forwarded to the libraries and if needed Heidi will have more charges on hand in TP. Karen will speak with Heidi to confirm whether the Playaway representative will send free chargers to begin with. The kit also includes three shelf toppers, shelf markers, posters and postmark size bookmarks. The managers may contact Kim Terry if more toppers, large posters or any other marketing items are needed. Each library will receive two demo displays which are optional. The managers agreed to receive displays. Karen mentioned to the manager that the view units does not include headphones but are compatible with the same headphones used for Playaways.
The managers expressed interest in the cost for the Playaway View unit itself so they can educate customers in the event the unit is damaged or lost. The replacement cost topic will be revisited at a future meeting. Karen requested feedback from the managers once the units arrive and suggested that staff encourage feedback from the customers at the time of checkout. She will give Heidi the okay to send the views to the managers.
Todd encouraged the managers to forward their suggestions to him or John Wood, IT and they will share the information with the Planning Committee. He informed that the committee is looking at a tentative date of October 29 from 3pm to 6pm for their first meeting. They are also looking at meeting rooms where the meeting will be held. He will speak with the committee regarding the possibility of reserving a meeting room at Edmond Library and will inform the managers upon location confirmation. The service center and DN Auditorium were other suggestions made for a meeting location.
LaVetta gave thanks to Jana, CH for posting the story to MyMetrolibrary to share the managers’ experience with staff. She also gave kudos to Almonte PCS who drew a picture of Spoticus posing with books in front of a window.
Michael extended kudos to RE circulation clerk, Warren who did a great job dressed as Spoticus for his visit to Moon Elementary School. He shared that the kids went crazy over Spoticus.
Priscilla gave kudos to Marketing for a great job assisting with marketing items for Belle Isle Library’s 50th Year Anniversary. She passed around bookmarks and brought a BI anniversary t-shirt for the managers to see. Priscilla invited everyone to the anniversary celebration on September 30.
The PIE Group shared that the change to the new 330 RFP form is to help gather more information specifically for tracking some of the direct cost. informed that any incorrect 330 RFPs will be forwarded back to the managers for corrections.
Kay asked Jon, PLA, to show the managers some of the data already gathered.
Jon thanked the managers for allowing him the opportunity to participate in the meeting and to go over a PowerPoint presentation of the account 330 Excel expenditures spreadsheet. He distributed to the managers and explained the data of their library’s overall allocation. He informed that the RFP process has been formalized to gather additional data based on information that staff enters into the system. The spreadsheet is intended to give current overview of where resources are being allocated at a specific time but currently does not give information on in-direct cost. It is also designed to enable quick access to data assistance. Jon informed that he will provide the managers with a spreadsheet and invited them to contact him with any questions that they may have.
The PIE group stated that any incorrect 330 RFPs will be forwarded back to the managers for corrections. Kay asked the managers to check RFPs in advance and to take advantage of each checkpoint that they will go through. RFPs can be corrected by the Business Office before it is actually paid. PIE is also working on a flowchart/checklist for programming to help streamline the process.
Karen, MSL indicated that Anne, IT has looked at the possibility of designing our own software for online registration but is unable to do so at this time. Anne looked into a new company program called Evanced, which she has recommended. Preliminary stages to figure out a plan are still in progress. Karen added that there will be reading related incentives opposed to prizes and drawings will continue. She also informed that the volunteer program will be retained and that DEV has taken over responsibilities for getting sponsors. Overall, reports will be produced easily and there is a lot of flexibility in the program for how it is set up.
Denyvetta distributed “The Employee Handbook for Organizational Change” to the managers and asked them to review the handbook with staff during staff meetings. She also distributed copies of “Business as UnUsual: The Handbook for Managing and Supervising Organizational Change”. She asked the managers to bring the handbooks to each MLO meeting as they will begin discussing in October.
Denyvetta asked the managers to be sure that staff check the solicitation policies before reserving meeting rooms.
Chris, MC attended the staff association talent show on Saturday, September 14. He indicated that 8 groups participated in the talent show. Chris, Kellie and Tim, PLA will represent MLS at Tinker Air Force Base on Wednesday, October 30.
Randy, shared that SO will have a booth set up at the South Oklahoma City Trade Show with Integris Men’s Health Fair on Saturday, September 21 from 9am-12pm. He informed the Jennifer, CH will also be set up and AL will be there as well.
Michael informed that the “Jazz on the Law” program will be at RE on Monday, September 23 at 6pm.
Jana informed that the Capitol Main Street is hosting Fiestas de Las Americas Saturday, September 28 from 9am-5pm. CH will have a booth set up.
Barbara invited everyone to WA for the dedication of artwork on October 26. She informed the managers that only one entrance is accessible to the library.
LaVetta is excited that the Almonte Shopping Center has been painted and cleaned up.
Jana, CH informed that a meeting and a tour of all of the re-modeled libraries took place last week. She is working on updating the space needs summary.
Denyvetta shared with the managers that Downtown Library will soon receive new carpet.