Public Services Managers Minutes - March 12, 2020

Human Resources urgent situations – Kelley and Jeff

• In case of time-sensitive HUM situations, supervisors should call Kelley and Jeff on cell phones after hours or on weekends.
• In the case of a no call no show, supervisors should try to contact the employee and emergency contact before reaching out to HUM. If the employee can’t be reached, a supervisor can call the police and request a welfare check.
• Check the intranet for the worker’s comp checklist in case of an injured employee. If an ambulance is called, the supervisor on duty must send a signed authorization to treat form with them.
• Insubordination: if an employee is refusing to reply with a supervisor request, send them home and notify HUM of the situation. Supervisors can also send both employees home in the case of two employees fighting. The supervisor in charge has authority over all employees, even if they’re not direct reports. If the problem is with a contract security officer, reach out to the security manager.

Covid-19 – Kelley and Chris

• Leadership team will keep staff and customers updated via internal updates and public posts. These will be monitored and updated regularly.
• Staff should regularly wipe down work areas with Clorox wipes, including single-use stations, at the start of each shift.
• All libraries should order needed sanitation supplies from the Business Office.
• Any staff can use gloves at any time. Consider gloving up when working the public service desk or counting money.
• Make sure all soap dispensers are working every day. Submit MTC request as necessary.
• Pull all toys from children’s area.
• Consider cancelling children’s programs using toys. Otherwise, no meeting room reservations or programs should be cancelled.
• Outreach visits can be cancelled at the discretion of each library. Check with community partners to ensure they still want us doing outreach ahead of time.
• The system will be purchasing touchless sanitizer dispensers for each public entrance. If any library wants more than one, that will come from their supply budget.
• Each library will receive handwashing signs that should be posted at each sink, both public and staff.
• If someone tests positive in your department or location, the location will close and all staff will self-quarantine for 14 days. Staff will be paid during this time.
• If you travel to a CDC level 2-4 area, you will need to self-quarantine for 14 days on your own leave.
• Cross-train to cover long-term absences as much as possible.
• Supervisors have the authority to send staff members showing signs of sickness home. If this becomes necessary, ask as few health-related questions as possible and have the conversation in a private space, with another manager if possible.
• If you’ve already registered for OLA or ALA and can’t get a refund, the system will not require you to pay back the money.
• Three-day doctor note requirement to be waived at the discretion of the executive director.
• Respond to customer questions with the public-facing safeguards we are taking.
• If a customer is showing symptoms, any staff member can ask them if they are feeling well enough to be in the library and if they would like us to call emergency services.

Engagement and Outreach Workgroup – Emily Williams

• The Outreach Best Practices document has been reviewed and approved. The document is designed to address common staff questions.
• Outreach kits will be routed out to all libraries.
• Managers should be having conversations with staff about how much local outreach is useful and how much is actually possible.
• Send any feedback to Emily Williams.

Safe Place – Mark

• PIVOT is the new hosting location for the Safe Place program and is attempting to revitalize the program in OKC.
• After some discussion of the pros and cons, it was decided that library branches will serve as Safe Place points.
• Each library will need to have a designated place where a kid can wait to be picked up with staff supervision, preferably away from the public floor.
• Each library will need to post Safe Place signs at the main entrance and should consider posting other signs if there are high-traffic exterior areas away from the main entrance. Signs will cost $18.50 and be paid for out of each library’s supply budget.

Tech Basics Training feedback – Risa

• Staff should send end feedback on the Tech Basics Training documents to Risa. She is also looking for recommendations for staff members to serve as trainers.

XChange follow-up – Risa

• Managers should have received some follow-up questions on the March XChange speaker. Managers need to have a conversation with your local leadership team and send your suggestions to your RD.

PLA Sharing (in-person and virtual) – in-person attendees

• Angel, Barbara, Rondia, and Risa shared some of their experiences attending PLA in person, while Mark and LaVetta shared their experiences with the Virtual PLA sessions at Bethany.