Public Services Managers Minutes - January 10, 2019

Welcome & Introductions 

Minutes: Kristin Williamson (EPS) 

Reviewer: Chris Stofel (CH) & Tim Spindle (CIS) 

Welcome Paula as new CL library manager and Mark as new Regional Director.  Meeting minute rotation has been updated to include the public service departments. 

Interims

Erin @ DN & WA

Risa @ NW & VI

Todd @ BE

Mark @ NW

Pauline is a new member of Public Services Managers meeting.  Went around the room and did introductions.

Core Value – Please have information from your staff’s discussion to your Regional Director by the end of January so they can review before next managers meeting

• Reviewed previous month’s Core Value: Library Members First
• Discussed current month’s Core Value: Integrity and Trust in Us and by Us 

Managers should have similar conversations at your location and give your notes to your regional director by January 31.

Facilities Project Update Meetings - Managers should have received an email from Morgan inviting people to the monthly Facility Projects meetings.  Keep an eye on the agenda to see if you are on it and plan to attend.  You can always attend as a guest.  Please RSVP to the meetings if you plan to attend. 

Mileage/Budget- New budget planning quickly approaching.  Mileage – BUS had previously asked for mileage be submitted quarterly, but they are now open to having mileage submitted monthly.  If you start and end your day at the same MLS location you are not eligible for mileage. If it is a non-MLS location then you are eligible for mileage. The new form with updated mileage rate should come out in February so as not to cause confusion for people submitting December mileage.

Summer Reading Proposal- Discussed the proposal for Summer Reading Points.  This would be a shift from previous years when only minutes were tracked.  With the point system both minutes and activities would earn points. Points would be tied to Learning Tracks and would engage customers in literacy activities outside of traditional reading. Managers voted unanimously to support this proposal. The Regional Directors will meet again and take their recommendation to Julie.

Calibration/Appraisals-  One-on-ones with direct reports should take place January 24-February 8, try to complete them by January 31 if possible.  HUM will release the appraisal to the employee after calibration.  Direct reports should have 3 days to look at their appraisal prior to the one-on-one with their supervisor.

Reports: 

• Access Services – Risa:  Manager of Access interviews are this afternoon.  VI renovation is moving ahead.  Waiting for a contract from City of the Village that we can modify the building.  Due dates for VI materials is March 10. Does not apply if a VI customer is renewing items online.  It only applies to items checked out from VI.  Holds will be suspended beginning this Friday night.  If your location needs to help a customer with a reserve during this time, change pick up location and unsuspend the hold.  Staff will be in the building for a few days before they close.  Please keep staff working within their job description when they are visiting your location during the closure.  Access meeting this month will talk about delivering an appraisal.

• Central Information Services – Tim: Just short of answering 70K calls last year. Please send your library’s book club titles for the year to Craig Wolf.  If you or your staff have a tech support question about the digital collection, devices, databases, please call Tim (x3825). Evenings or weekends call the main number (231.8650).  You can also check the FAQ on the homepage (help.metrolibrary.org).  Let CIS know if there is a gap in the FAQ that should be included.

• Collection Anywhere – Janeal: Collection Development will be starting site visits soon and will try to avoid the summer.  Books with audioplayer embedded will be coming (Voxbooks) – media code not determined yet.  If you have an idea for a media code let Pauline know.  Book club titles, if you have a title you want to use and we don’t have many copies let CD know.  Best practice is use best sellers about a year old.  ILL materials checked out from VI may be returned to other libraries.

• Engagement and Program Services –Kellie: Updated all tax forms that are currently available from state and federal government.  Will continue to check and update forms as they become available.  Julia McConnell will create a list of all sites in the county that offer free tax assistance and will  update it weekly.   Jessica Gonzalez and Civic Engagement workgroup worked on the American Creed grant from ALA.  We are one of 50 recipients, only one in OK.  The grant includes a stipend for humanities scholar, copies of American Creed DVD for each location, support, materials, etc.  Events in conjunction with film screening will be held at BE, CH, RE, & ED. Screening is at DN.  Any questions about program ask Jessica Gonzalez.  American Creed events will happen this summer.

Emily – Project teams applications are live and due this Sunday, January 13.  Opening up participation to library managers if they are interested.  EPS will host bi-monthly cabinet meetings each to focus on a different outcome and to build/maintain relationships.  Bringing back quarterly programming meetings for Child, Adult, and Teen staff starting this spring.

Kristin – SRP Sendak exhibit will be shortened from 6 weeks to 4 weeks.  We will receive a discount on our fee.  Vicki Thompson has been scheduling goal-setting meetings with library managers.  If you have not already scheduled that meeting please contact Vicki.  The meetings so far have been going well.

• Outreach – LaVetta: Posted on intranet a new opportunity in Feb and another opportunity recently came up.  Myriad Gardens Lunar New Year event Feb 8.  If any libraries are interested in participating, she will put it on the intranet.

• Public Services – Chris K: BE manager interviews set for next week, NW, WA, VI, and DN are in process.  Director of Collection Services and Development position has been posted and is a slight changed to reflect the new title of the department which will happen soon.  Collection Anywhere department name is going away.  Regarding the passing of John Hilbert, a public memorial will be held Sunday, January 27th.  Working on venue for that event.  Will likely be a noon hour and SO will need coverage. Please let Chris know if you or any of your staff would like to help cover the library.  Todd ordered scrapbooks for staff to sign and customers to sign.  They will be taken to the memorial to give to Jane (John’s wife).

• Special Collections – Buddy: They are getting collections ready for the new website, hopefully in March.  Podcasts are still going great: 1,400 listens.  OKC #1 listens, San Francisco #2, Washington DC #3.  Next podcast out Jan 15 –interview with Mayor Holt and Village mayor about campaign and election process.  People still shadowing in the department. Yearbook project – digitization of 420 yearbooks. Will be uploaded to the website and special collections will receive DVD of each yearbook.

• Libraries-  Angel (DC) Mayor posted on What’s New Del City yesterday drawings of the new library.  Really positive comments.

 Next month meeting will be February 14th from 1:30-4:30 at Rainbow Fleet.