Public Services Managers Minutes - May 09, 2019

Minutes: Angel Suhrstedt (DC)
Reviewers: Lindsey Bryan (BI) and Kimberly Francisco (RE)

Welcome & Introductions 

As a segue into Heidi’s discussion about adult volunteers and to welcome our new managers – Courtney Taddonio (DN) and Jason Wiggins (VI), the group went around the table and shared their name/location/amount of time with the system. They also answered the following two questions: “Why do you work for the library system?” and “What about the library inspires your passion?”

Adult Volunteers – Heidi
Heidi presented an overview of Adult Volunteers and the value they bring to our library system. The overarching formula of the presentation was Engagement = Relationship + Action.

The presentation included an adult volunteer Hall of Fame and highlighted the contributions of Masood Cajee, DDS, A.J. Stewart and Carol McReynolds and the impact their volunteer service has had both on the library and their communities.

The group did an activity to discuss the concept of “retention anchors” for both staff and volunteers. What causes them to be engaged, connected and stay at the library. Participants broke into four groups (two staff and two volunteer) to brainstorm and list retention anchors.

Additionally, the presentation included the following:

·         How volunteerism connects to library goals

·         Our plan for ensuring a positive experience for customers, staff and volunteers

·         What volunteers can and can’t do

·         Statistics on past and present volunteers broken down by generations.

·         Simon Sinek’s Start With Why TED talk.

Next Step: Heidi will meet with both Access and Engagement Managers at upcoming meeting and develop a plan to train staff on recruiting and retaining adult volunteers.

Fine waiver document – Risa

Risa presented a report that has been created to describe the trends in fine waiving by staff since transitioning to CARL.X in September of 2014. The PSM group discussed the findings.

Next Step: Access Managers have already received this report. The Manager of Access will be reaching out to LM’s and AM’s whose locations have higher-than-expected waived amounts to learn more about why this may be. 

Fine waiver reasons – Tricia

The five categories that staff currently use when waiving fines are as follows:

·         Goodwill

·         Summer Reading Program

·         Inclement Weather

·         Employee

·         Staff

There was a discussion as to if “Goodwill” is too broad of a category and if it should be segmented into smaller, more focused categories. The group agreed that this could be confusing and that we should stick with the broader “goodwill” category. There was also a discussion of providing some relief on first instances of fines while educating the customer on the many ways items can be renewed.

Next Step: Tricia will put the five categories of Fine Waiver reasons in the Access training manual.

Branch Professional Resources guidelines – Tricia

A decision has been made to keep BPR as a location code. This will be used for in-house items only. There will be a designated area in staff workrooms for these items, and the items will be inventoried twice a year. All BPR items need to be cataloged in CARL-X. Tricia also reminded the group that any donations received by customers are automatically the property of the Friends of the Library and cannot be added to in-house collections.

Checking donations for damage – Tricia
A document has been created due to the large amount of time some locations were spending checking donated items for damage/pest infestation. Tricia pointed out that these items do not need to be inspected as closely as library-owned items that are returned. A brief check and placing in the Friends bin is sufficient.

Next Step: Tricia will be meeting with Friends in June to train them on how to identify and properly handle materials with pest damage.

Access staff/Access managers and programming – Risa

RDs recognize that the system has many talented access staffers that are interested in presenting programs; however, it is not part of their job description and should not be happening on a consistent basis. Engagement managers need to be careful that we are not scheduling Access staff/managers to present programs as part of our programming plan. Access staff may shadow or assist in partnership with Engagement staff or can cover a program in the event of an emergency. Managers should look for ways for Access staff to use their talents while still being reflective of their job description.

Shelving training workgroup – Risa/Tricia

A proposal to create standards for ASI and ASII shelving training experiences is available on the Access Manager Sharepoint site. The workgroup has created shelving training best practices and a practical training method and assessment to onboard new access staff (ASIs and ASIIs) which (1) factors in both accuracy and efficiency, and (2) can be implemented and practiced at all locations, with modifications for the largest and smallest libraries and for local cart organization. New library managers will also go through this training process.

Library Manager attendance at Access Manager meetings – Risa

There have been some questions as to when a Library Manager should attend an Access Manager meeting. It’s being recommended that LMs attend all AM meetings that are held in their region. A link to the meeting calendar for this year can be found on the Access Manager Sharepoint site.

Department Reports:

Access Services – Risa/Tricia

·         Summer Access training sessions are posted in Edubrite. Please encourage both Access and Engagement to sign up if they’ve not done so already.

·         At the May AM meeting, there will be a discussion of Access priorities. They will also create procedures for when staff have to go to a bank to get change.

Central Information Services – Tim

·         Please email CIS if you have any equipment (copiers, public printer, etc.) that are out so they can relay that information to customers if needed.

·         Please send Craig Wolf ([email protected]) your book club selections. CIS is also able to help staff “dress up” entries for book clubs on the calendar – adding book cover photos and additional information.

·         CIS answered nearly 1800 tax-related questions during this tax season. They are starting to track Summer Reading questions.

Collection Services and Development – Pauline/Janeal

·         All libraries should have received VOX books, chargers and instructions on charging VOX books.

·         Janeal reports that the feedback on Edelweiss software to replace Collection HQ has been very positive.

EPS – Emily/Kellie/Kristin

·         The School Library Media Specialist breakfast was last week. Attendees were trained on Summer Reading practices and the event was an opportunity for them to connect with library staff throughout the system.

·         Project teams are wrapping up – more info soon.

·         Please continue to check attendance reports and add attendance.

·         OKCPS is planning on signing up all students for Summer Reading which may greatly impact our numbers.

·         Three weeks until Summer Reading 2019 – thank you to everyone for getting staff prepared!

Outreach – LaVetta

·         Can still use help for multi-day event at Myriad Gardens in June (Children’s Garden Festival – 6/7 – 6/16). Contact LaVetta or Kelley Riha if you have anyone who would be interested.

Special Collections – Buddy

·         SCR staff are continuing to work on a backlog of items to be added to the collection.

Public Services – Chris

·         Budget update – Still meeting to review in advance of Finance Committee meeting (5/9).

·         Discussion of reducing the size of PSM meeting – possibly a monthly department manager meeting and a monthly library manager meeting, and for the whole group to meet quarterly. Managers were encouraged to share any feedback with RDs.

Core values discussion – Chris

Individual Growth and Organizational Development – We commit to expanding our individual professional knowledge and skills, to benefit the Library and its members.

·         There was a recommendation to change “members” to “customers” to be consistent with other values.

·         Agreed that this is the most straightforward of all core values – it is what it is.

·         Discussion will continue in upcoming regional meetings.

12:00 - Adjourn