Public Services Managers Minutes - September 12, 2019

Welcome & Introductions:

• Sharing of notetaker and location rotations

Minutes: Paula Joseph-Johnson, CL

Reviewer: Todd Podzemny, SO; Rondia Banks, BE

Library Closings & Areas of Focus – Julie                                                                                                                                                                             Julie shared that information regarding how to handle unexpected closures is currently in two places within our policies and procedures.  The group voted to combine into one location.  The group was in favor of creating localized checklists for information on who to contact in the event of a closure.  The Director’s office will work to build an updated contact list for supervisors and department heads.  Julie will work to incorporate feedback received into revisions and updates of these documents.

Areas of Focus – Julie                                                                                                                                                                                                              Julie will convene a focus group of PS staff from around the system to provide input and feedback on strategic planning and system priorities.  LMs will reach out to schedule Julie to attend local staff meetings.

Tableau Training – Jennifer                                                                                                                                                                                                 Jennifer walked the group through some specific examples of ways LMs can use Tableau to track activity, improve staffing efficiency, and more effectively plan programming at their locations.  She will also present this information at the Access Manager meeting on 9/17.

Delivery Study Update – Jennifer                                                                                                                                                                                         Jennifer provided an executive summary for the implementation of the delivery study and details on the delivery routes. She discussed the impacts to the various departments in the implementation. The changes will go into effect on October 21^st. Access Managers will discuss the connection between the delivery changes and dynamic holds at their meeting next week.                                                                                

Rules of Conduct discussion/PITS Training – Erin and Risa

Erin and Risa led the Library Managers through a train the trainer session for the new incident reporting software. All staff need to be trained before the go live date of October 1^st. Practice entries may be made in the system until September 25^th. Remind staff to document the facts of the incident. Library Managers are encouraged to coach staff on writing incident reports as needed. Managers at each location should copy old ROCVs into MetroPITS if they involve a customer who is currently suspended from their location. This should be done by October 7.

Writing minutes – Risa                                                                                                                                                                                                                  A document detailing best practices for writing and reviewing meeting minutes has been placed in the Public Services Managers Sharepoint (Meeting Agendas and Minutes folder).

Customer Resources Needed Re: Homelessness – Mark                                                                                                                                                    LMs were asked to compile a list of most requested (or offered by staff) resources to assist those experiencing homelessness or housing insecurity in preparation for a breakout session at Staff Day.  Those lists will be passed on to RDs for compilation.

Share Expense Tracking Documents – Risa                                                                                                                                                                          LMs should submit copies of their local budget/expense tracking spreadsheets to the PSM SharePoint > Budget > Expense Tracking Spreadsheets.  RDs will review and compile a “best practices” format that can be used by all LMs. 

Department Ideas/Innovation Sharing – Regional Directors/Chris                                                                                                                                               Regional Directors and Chris shared the department/general Public Services updates from last week’s department manager meeting (minutes posted separately).                                                                                                                                                     

Adjourn

Next Meeting:

10/10/2019 @ Midwest City, 1:30p

Minutes – Rondia Banks (BE)