Public Services Managers Minutes - April 11, 2019

Welcome & Introductions

Mark Schuster introduced Laura Warren, Library Manager II of Warr Acres.

Core Value Discussion: Commitment to Learning as Enjoyment- We believe that learning can be deepest and most effective when it is enjoyed, and we are dedicated to providing enjoyable opportunities while delivering on the Mission.

• Managers discussed the role of learning in library services and its relationship to enjoyment; several alternatives to the way the current core value is phrased were offered.

Meeting Room Emails Discussion, Tim Spindle

• Please ensure internal reservations are published. This makes them show up on the Room Setup and Daily Events Reports.
• CIS has taken over authorization forms for all remaining reservations from Spaces and is processing them through Library Calendar
• Action Item: When taking payments from the POS for meeting room reservations, please enter the receipt ID number from the POS receipt and add it in the transaction ID field. Additionally, add a note in the Internal Notes field stating what payment method the customer used, the date, and include location and initials for any follow-up questions (Example: Paid at POS with cash on 4/11/19. CIS – TS)

Graphic Novel Coding Clarification, Pauline Rodriguez-Atkins & Tricia Andrews

• Please ensure that Tween, Reader, and Easys are coded accordingly and not interfiled with JGN as they are a different reading level and the distinction between graphic novels and picture books is less clear at the lower reading levels.
• YA graphic novel reclassification is nearing completion but will be paused during Summer Reading. Cataloging requests that libraries do not send in older titles to be re-cataloged (pre-2008).
• Action item: Tween, Reader, and Easys should not be part of JGN, nor should they be interfiled.

Guidelines for Building Occupancy, Mark Schuster

• Proposed guidelines for entering the building for the opening shift were shared at the meeting for feedback. Final guidelines will be shared on the intranet.

Code ADAM Packets, Risa Sargent
Code Adam poster and window clings received from L&D. A discussion was had concerning the pros and cons of hanging window clings at library locations. The decision was made to only hang the Code Adam poster in the staff breakroom, but to not hang window clings at libraries.

Program Attendance Timeline, Erin Bedford

• Attendance numbers are used to justify programming budgets and presented to the Commission each month.
• Action item: Please enter attendance for both public and private events, but not reservations, no later than the 3^rd day of the following month.

Legislative Day Report/Knowing Your Legislators, Chris Kennedy

MLS partnered with Pioneer and Tulsa County Libraries and provided breakfast for Legislative Day.

• Please continue looking for opportunities to engage legislators, city officials, Library Commissioners and those making decisions in your community so that they can see programs first hand. Partnering with these individuals is a great opportunity to help keep them informed of the library’s role in the community.

Reminders (Plastic Bags/Slatwall & Display Supplies/Staples/SRP T-Shirts/ASI AWOL – RDs

• Plastic bags – Use in inclement weather or when someone asks for a bag, but please help promote reusable bags to customers.
• Slatwall & Display Supplies – (book easels, acrylic holders, etc). can be purchased out of general supplies
• Staples – not the only avenue for purchasing supplies. Please continue looking for the best prices.
• SRP T-shirts – Will be provided free to all staff provided by Friends of the Library. Deadline to fill out the form by April 21^st. One t-shirt per person.
• ASI AWOL – AWOL should be used if a non-leave earning ASI misses the majority of their scheduled shift. However, if the employee misses a portion of their shift, but is present most of their shift, AWOL is not required. Please add a note if it was pre-approved leave or a call-in. Leave earning – If a shift is missed, please use leave first. If they run out of leave, please use AWOL. Leave earners always need to have the missing time covered by AVL or AWOL.

Department Reports:

Access Services-

• Please do not route items through delivery that have been held on a library’s pest card.
• The request has been sent to hire a Floating AS II position. When the position is filled, this individual can help provide coverage if gaps in coverage are known prior such as jury duty, vacations, extended leave, etc. 
   

Central Information Services-

• Please contact CIS if any equipment goes out at your location including equipment used for meeting room bookings (copier, projector, fax machine, etc.). This allows CIS to provide up-to-date information to customers when they call inquiring about library services.
• Please send book club titles and film screening titles for 2019 to Craig Wolf ([email protected]) if known. This helps CIS to help customers more quickly.

Collection Services & Development -

• Collection Development (CD) is requesting for input on discontinuing subscription to Collection HQ. CD has found that most libraries are using weeding macros and CarlX reports instead of Collection HQ reports. Please let Pauline or Janeal known any pros or cons to discontinuing the Collection HQ subscription.
• CD is looking at another product titled Edelweiss. It connects with TLC and has Carl data in it. Edelweiss regularly updates and can make custom lists. An informational video will be sent to PSM. Please let Janeal know any feedback you have on how the product will help with weeding at library locations.
• CAT is continuing their work on organizing cataloging for VOX books

EPS -

• Summer Reading training is live. The online component is required for all staff. EPS will follow up with a report later this month of who has completed the training at your location.
• In-person Summer Reading training is required for Access Managers, Engagement Managers and any new staff that have been hired in the last year.
• EPS is available to help local libraries prepare staff for Summer Reading.
• EPS is working on an attendance report and proofing report to help make report attendance easier for all locations.

Special Collections –

• Continuing to digitize items for online access for the website
• SCR has been collaborating with RE to assess ways to revitalize the Black History Collection. Buddy mentioned an opportunity to work with another organization to gather stories and oral histories and Kimberly Francisco gave an overview of the work that she had collaborated with BlackSpace Oklahoma Storytelling Project.

Outreach –

• Outreach is looking for volunteers that can help with two events. If you have staff available, please let Outreach know:
  • June 8^th - Walk for Kids with the Ronald McDonald House will be held on the Dell Campus.
  • July 7-17^th - Children’s Garden Festival at the Myriad Botanical Gardens. MLS will provide a pop-up library and the festival will highlight Maurice Sendak to go along with the MLS theme.

Public Services -

• Budgets – Items for clarification: Toys are considered programming and not supplies, but it also needs to be taken into consideration what the items are used for. Examples: A Storytime rug that costs over $500 must be paid for out of the 1330 Furniture, Fixture & Equipment account, no matter how it is used. A storytime rug that is under $500 and is only brought out for storytimes should be paid for out of the 5160-Programming Budget.
• PSLT is currently reviewing all staffing requests presented in the budget process.
• Mileage procedures have been reviewed by Senior Management and presented to Leadership Team. Proposed changes were shared during the meeting. Changes will be shared broadly when the proposal has been finalized.
• Please ensure that timesheets are being approved by each employee every pay period through Sunday to verify their punches and leave requests.

Library Updates-

Libraries discussed staffing updates and activities happening at their locations.

Adjourn

Next meeting: Thursday, 5/9 at VI from 9:15 am- 12 pm