Attending: Denyvetta Davis-LO, Julie Ballou-DN, Barbara Beasley-WA, Emily Canniff-VI, LaVetta Dent-AL, Jana Hausburg-CH, Melody Kellogg-ED, Chris Kennedy-MC, Rachel Kopchick-NW, Devin McGhee-DC, David Newyear-BI, Todd Podzemny-CT, Katrina Prince-BE, and Randy Wayland-SO.
Absent: Aaron Bluitt-LO
Guest: Joshua Jordan, Midwest City Public Computer Specialist and OU MLIS student
Meeting called to order at 1:30p.m., by Denyvetta Davis, Director of Library Operations
Denyvetta informed the managers that this is LaVetta’s, AL, and Emily’s, VI, final MLO meeting. LaVetta was promoted to the Director of Outreach and Emily is returning home to Boston to be with her family. Emily shared her gratitude for these past two years and how she really appreciates the opportunity. She will always speak highly of the system.
Denyvetta introduced Joshua Jordan, MC/PCS and MLIS student.
Joshua shared that he is assisting our homeless by volunteering in a social work program through the OU School of Library Information Studies who caters to the Oklahoma City Homeless Alliance. Through this project, an information literacy program was created which includes one on one computer classes and revamping of the WestTown campus small lending library. Joshua created and presented a seven minute video to give everyone an idea of what the Oklahoma City Homeless Alliance provides to our homeless population.
The Oklahoma City Homeless Alliance is a not-for-profit organization dedicated to rallying the community to end homelessness in Oklahoma City and to find better ways to help our homeless. They have two buildings on the WestTown Homeless campus located downtown on 4th & Virginia. Homeless Alliance Resource Center currently serves over 300 people per day providing housing and supportive services for the homeless. The second building is the Day Shelter which provides services such as, a library, showers, computer center, classroom space, lockers, barbershop, salon, television and public phones. The day center also has a kitchen that provides daily breakfast and lunch.
Emily is a manager by day and teaches Yoga classes during nights and weekends. She led the managers in some Yoga techniques combining postures and breathing exercises as she explained different ways to minimize stress during work hours and the benefits of yoga exercises. A great example to assist with posture is sitting on an exercise fitness ball which allows you to sit up straight.
Emily shared that there is an iOS meditation app called, “Buddhify” which is a great way to locate different types of meditation techniques with tips and audio exercises to minimize stress in any situation.
Julie, DN, met with the principal at the new John Rex Elementary Charter School this morning regarding the managers taking a possible tour of the school. She informed that the first day of classes begins on August 20.
When asked by Denyvetta whether they would like to participate in a group activity or an open discussion meeting in August, the managers agreed to an open discussion luncheon meeting as opposed to a group activity to speak about all of the changes taking place in the system. The managers are welcome to send lunch venue ideas to Denyvetta and Nita will follow up. Nita will also check restaurants in the Belle Isle area.
Denyvetta informed the managers that when hosting the Commission meeting and introducing their library, the Commissioners are requesting to know a little more about what the library is doing and how it is being done. She asked the managers to expand their thinking on what they will share with the Commission.
Julie, DN, shared that she introduced Buddy Johnson to share information regarding the Oklahoma Collections. During Buddy’s presentation, he shared some special stories with the Commissioners who seemed to really enjoy it as he was able to answers questions through the Oklahoma Room.
LaVetta is preparing for the Commission by sharing with them what has happened at AL these last 17 months. She will talk about how staff assists job seekers and how they connect customers with library resources using computers. She will also share a story about a regular customer who found employment using the library’s resources.
Chris and several of his staff members performed a skit for the Commissioners highlighting events happening at MC this last year. The library was had painting and Ajax came in wearing overalls and paintbrush to represent the painters. They just concluded Crown’s Tea which celebrates African American women wearing big church hats in which two staff members represented. Kate Etzhorn, the children’s librarian read a small portion from a Dr. Suess book. Popcorn was served and Emmy Verdin-Crowe, Circulation Clerk, shared in Spanish how good the popcorn was while another staff member interacted with her in English to interpret what she said.
The managers briefly discussed reducing the budget for snacks at the Commission meetings due to the amount of snacks that are left over. All managers are in support of the budget change from $50 to $35 for both Commission meetings and MLO meetings.
Denyvetta asked the managers to keep in mind where the snack table is positioned at the Commission meetings to eliminate any cause for disruptions.
The managers were asked to send their emergency telephone numbers to Kelley Hoffman, HUM, who will compile the list and forward to the maintenance department in the event something happens outside of business hours.
When asked based on the PIE Flow Chart whether they feel Customer Appreciation is an event or a program, the managers agreed it is an event not a that programs can be planned in conjunction with. Denyvetta recommended a review of how it will be funded if agreed upon as an event. She will also speak with Kim, MaC, regarding
Customer Appreciation Month being an event as oppose to a program and the possibility of their department selecting the theme.
The managers also agreed to continue Customer Appreciation for one month. Suggestions for give-a-ways were discussed as well.
The managers were excited to brainstorm the theme ideas for Customer Appreciation month as follows:
We’re Sweet On You; We’re Charged About Our Customers; Our Customers Are Our Champions; You’re The Key To Our Success; We’re Changing For You; We’re Wild About Our Customers; We Appreciate Our Customers; and Spark Reaction. Denyvetta will share the theme ideas with MaC.
Denyvetta informed the managers that Kelley Hoffman will enter and delete staff from Schedule Anywhere program as HUM are still in the process of searching for new software. The managers can begin entering their schedules into the program. Staff will use MLS email address to receive schedule notices instead of personal emails.
Kelley, HUM, has voiced concerns regarding the text messaging feature and will do more regarding this issue. She is working on the emergency notification system and will get back with the managers.
Denyvetta will talk to Kellie about Instructions on how to send schedules to HUM and LO. Denyvetta will forward those instructions to the managers.
Denyvetta asked David, BI, and Melody, ED, to facilitate the discussion on the Schedule Anywhere program. Melody distributed a handout and screenshot of the current explanations. The managers briefly discussed how explanations will be entered and agreed to making minor changes. Melody will make the suggested changes and will forward them to the managers. She shared that the explanation feature allows the scheduler to generate reports as opposed to the notes feature of the program. When asked if the skills feature would be used, the managers expressed no interest in this feature.
Some managers were concerned as to whether their permission to modify explanations will be taken away upon receipt of the new software. Denyvetta will follow up with HUM regarding when or if the managers’ permission to modify explanations will be taken away.
Randy shared that he read in the Commission Packet that the libraries will also be closed on Saturday, August 30, for the Labor Day Holiday. Denyvetta reminded managers to make staff schedule adjustments for the Saturday closing.
Denyvetta shared that 7,282 individuals have received eligible incentives for Summer Reading. She informed that 13,000 books were supplied to the libraries and only 3,595 customers received books and 1,000 of those were coupons for adults. The managers will forward to Denyvetta a count of the books still available at their location.
Denyvetta shared a compliment letter that DC staff received from a customer visiting their library. The customer is from a small town outside of Seattle, WA, in Oklahoma City supporting her son during his hospitalization. Devin shared that staff assisted the customer in getting a password so she could use the computer to keep in touch and communicate with family/friends back home regarding the status of her son’s health condition. The customer’s son has since passed.
Julie, DN, read a copy of a nice note the Buddy Johnson received from the City Clerk’s office thanking him for assisting them with a grant application that was accepted as his help was instrumental in the success of them receiving it.
LaVetta, AL, received a compliment letter from the TLC representatives who visited the library expressing how helpful staff was.
Todd, CT, extended kudos to Susie Beasley who received a great compliment from a group visiting from Edmond and how she made them feel welcome and the next week she received a similar compliment from a group visiting from Norman.
Jana, CH, shared that last week she met with Todd, CON, who is anticipating moving out of the building sometime in August. That date has not yet been confirmed. She indicated that she there is an interested in looking for storefront property as their a temporary location.
Devin, DC, reported no new updates or movements at this time.
Melody, ED, stated there is an agreement between MLS and The City of Edmond on the July 17 Commission Agenda. The agreement is to construct 16 new parking spaces to extend to the east of the library.
Denyvetta shared that people from Harrah has spoken with Donna regarding a new library. She also received a telephone call from someone in Spencer in talks of a library there.
Highlights from workshops/training
All of the managers attended the Schedule Anywhere training.
LaVetta, AL, attended the TLC Outreach Training and they created a program for OUT for Books by Mail which will allow a wish list on customers record.
Julie, DN, shared that the Circulation Forum is focusing on the upcoming trainings in which there will be a section on how to respond positively to customers. The next Circulation Forum meeting is scheduled at MC on August 6.
Melody, ED, shared from attending the TLC training that the language change for reserves are called holds.
Denyvetta informed that Melody, Barbara and Todd are all TLC trainers.
Julie shared as staffing permits the DN circulation staff have been spending some time at the information desk to interact with other staff members and vice versa to learn different responsibilities.
Jana, CH, had the opportunity to attend the Wheeler District Charrette which is a big hands-on planning session. She is excited that big changes are happening in the Capitol Hill area.
Denyvetta asked Emily to close the meeting with a yoga meditation exercise. She extended her appreciation to both Emily and LaVetta for their services as Managers of Library Operations.