Public Services Managers Minutes - June 13, 2019

Minutes: Kimberly Francisco (RE)

Reviewers: Angel Suhrstedt (DC), Randy Wayland (MC)

Welcome & Introductions: Risa opened the meeting

Meeting Room Reservations – Tim Spindle

Meeting rooms and study rooms across the system – customers can book study rooms; working with customers and staff from pending to payment.  Want to assure that the room reservation can accommodate not only the meeting but also any tear down time in preparation for a subsequent meeting/program.  CIS is working to communicate with local branches if the time frame runs into the time buffer.  5-7 days before the event send the payment pending email again – noting in the booking all correspondence.  If a no show, reaching out after the fact and review the policy so that staff are not spending time setting up a room.  Worked with Tricia and Access staff to create a standardized system of documenting at the POS – cash credit or check #, date, name and branch then contact CIS to change from pending to paid.  Audit of meeting rooms, equipment and capacity – any discrepancies, please let CIS know.  Make CIS aware of equipment malfunction.  Continue to assure staff are checking daily events report, daily if not multiple times per day.  Email is a required field when staff book … not sure about customer facing field (possibility not a requirement on customer facing page).  Trying to make phone or email as required field – interface with Library Marketplace – Todd – email required phone not. Working with LMP to streamline the meeting room reservation and study room reservation forms.

Tricia – Risa sent an email on 5/28/19 regarding the daily report to Access managers ...

Programming Best Practices – Emily Williams

Result of Project Team. First project team report – happy to have something to show.  Process of planning and evaluating. OBP putting this into practice and making it accessible to staff.  EM will receive this document today for discussion at Cabinet Meeting next week.  Encouraging engagement staff to plan with outcomes in mind.  EM will bring back to their teams and hope to get feedback from all staff.  Speak with EM, Dana or Emily with any feedback.

Printed Notices – Risa Sargent

Discussed at LT, to reduce the cost of postage system-wide the decision was made to eliminate 14-day overdue notice.   Policy will go into effect September 1, 2019.   Following a review, further exploration as to digital options for notifications will be considered.  Every effort will be made to assure we’re not contributing to further barriers with the digital divides.  Following a query of those present, no talking points will be developed at this time. The number of notices decreases as time moves forward; presently sending 500 notices per day at the 14-day interval.  Text messages cannot be confirmed by the sender that they were received and are therefore considered not as reliable as postal mail and email, which can both be confirmed.  We do not currently offer the ability to turn off paper notices if email is not provided.

July 1 reminders

Changes/Reminders

·         Mileage – process changing July 1, moving to a quarter system.  Submitted by the following month of the quarter ending July – Sept, entered by October.  Include insurance verification as well.  Mileage for June due the first week of July.  Shopping trips and errands are excluded effective July 1

·         Special Programming Form – July 1, the business office will not accept any RTOs with the old form.  Delete old forms and EPS will disseminate the new forms.

·         Quarterly – Quarterly facility checklist are coming due; emergency lighting is checked by maintenance; bloodborne pathogen kits whether Maintenace will supply this.  Departments will be asked to complete a QFC as well-complete areas that are applicable.

Print Shops

The printing of posters at Print Shops – we will not support outside printing cost.  If it can be printed on internal copiers, please do so.  If location requested funds for outside printing it was removed from the budget

Internet Access and Special Stops

Customers with Special Stops will be prevented from the Internet Access; new banned customers effective July 1, Tricia will update.  Front line staff will appreciate this as it provides another level of information (Angel – DC).  When a ban expires Nita sends the notice and Tricia updates the system.  Bankruptcy, bad check and banned (2-year ban) - current Special Stop notices.  Items returned or restitution handled notices removed.  IT will be updating existing Special Stop customers the week of July 1. New Special Stops assigned as of July 1 will have their computer access changed when the Special Stop is added.

Shelving Training – Tricia Andrews

Review of document; greater consistency with ASI and ASII staff training.  Moving forward shelving training conducted by AM, can appoint another staff (senior) to assist, talking points are included.  Want staff to be consistent with the information they are providing.  The timeline is a mere guideline; shelving training completed in the first 9-weeks.  Providing more guidelines to managers regarding what they should be covering. Spreadsheet needs to be maintained by local management. ASII will have a similar training with some caveats as this is not their primary role.  Modifications should be noted.  Summer Volunteers can assist with shelving, team shelving, work with a staff member can also place carts in order. 

Break

Events and Outreach Calendar – EPS

EPS has been reviewing entries in the new calendar for the last few months and determined some clarity was needed.  We have also been working on determining a process for recording Local Outreach and have made recommendations to the Public Services Managers and Public Services Leadership Team.     

Overview of the updates slated to begin on July 1^st:

·         Engagement Staff adding Internal Engagement Activities:

·         Examples include:  Green room for presenters, overflow for a program, screening for Total Wellness, setup/take down for programs, Volunteer Training

·         These were events traditionally added with the title “DO NOT PUBLISH”.  

·         Going forward, all Internal Engagement Activities will need to follow the attached steps.

·         Engagement Managers will also Publish these entries.  This is a new step. 
These entries need to be published to ensure they show up on Reports generated by staff.   Unpublished events do not show up in all reports.

·         These events do not typically require attendance.  However, Volunteer Training will need attendance.

·         These entries will NOT be included in the Commission Packet statistics.

·         EPS will be generating statistics for Library Managers and Engagement Managers on Internal Engagement Activities added to the calendar.

·         Engagement Staff adding Local Outreach entries:

·         Examples include:  School assembly, school visit to your library, visit a local senior center to discuss eBooks and audiobooks

·         Going forward, all Local Outreach entries will need to follow the attached steps.

·         Engagement Managers will also Publish these entries.  This is a new step. 
These entries need to be published to ensure they show up on Reports generated by staff.   Unpublished events do not show up in all reports.

·         These events do require attendance. Similar to in-library program attendance, Local Outreach events need to have attendance to gauge impact. In the People in Attendance field, only record the individuals who visit the library at the event or those who are present for a presentation. People in Attendance is NOT the entire attendance of the entire event.

·         These entries will be included in the Commission Packet statistics starting in August.

Summer Reading – EPS

Emily – high 18,000 at noon, 34% at least one-hour log, read 3mil minutes and 1,000 book reviews.  Top books, Where The Wild Things Are, Harry Potter and Bible.  Be proactive when ordering SR supplies but please don’t horde the supplies.  Maurice Sendak exhibit opens this weekend, June 15, 2019.  If the local goal is met, grand prize will be jeans allowed through 08/15/19.

PITS Incident Reporting Update – Risa & Erin

Metropits - will replace the current ROCV.  Dashboard is comprehensive.  My Incidents will refer to actual incidents you’ve entered.  First page presents Infractions and Descriptions; want to encourage staff to use actual ROCV infractions not OTHER. Can save without publishing; can edit. STATUS gives you the option of seeing where the PITS stands (created/published)

Supplies vs. Programming Funds

·         Supplies should be consumable.

·         If it costs more than $50 and you’ll use it for more than a year, it should come out of Furniture and Fixtures.

·          This also applies to Programming over $500, if it’s being purchased specifically for a program or series of programs.

·          Buy as you go rather than stockpiling.

·          Any computer equipment (cables, adapters, privacy screens) should be coordinated with IT and purchased by that department.

·         Order smaller amounts throughout the year and not wait until the end of the year

Department Reports:

·         Access Services- Access training workshops now include a quiz to complete after each session.  Access priorities have been approved and are rolling out.  Local discussions should begin now.  Floating ASII has been approved and will be hired.  AM meeting cancelled for this month.

·         Central Information Services – Onboarding new staff with a full complement of 6 VES.

·         Collection Services & Development – New and improved VOX books coming soon.  Every branch should have two chargers.

·         EPS – First round of project teams coming to an end, final reports are forthcoming. All cabinet meeting next week. American Creed program had 17 attendees DN.  RE screening moved to The Auditorium at The Douglass due to their meeting rooms remaining closed.  Next screening is at CH.

·         Outreach – Outreach Specialist I moving to Tech Processing will begin hiring a process soon.

·         Public Services – Don’t enter leave for employees.  Have employees enter the requests.  Only exception is at the end of the pay period.  All leave requests should be approved or denied as soon as possible.  Email Chris after LT visits your location for Summer Reading.  Park at rear of the parking lot when attending meetings and trainings at other libraries.  Make sure Chromebooks have been checked in at your location.  

·         Special Collections – Digitizing historical material from OKCPS that are closing with assistance from Oklahoma Archivist Association.

·         CH – pleased with the Google project

·         BI –architect met with staff; location will move to temp site as early as the end of the calendar year

·         DC – digital walk-through of proposed DC Library

·         ED - ED will be closed for 60-90 days beginning at the end of November/beginning of December

·         CT – Incorporating the sensory garden into programs at CT

·         NW -   interview for NW manager will commence soon