Public Services Managers Minutes - January 11, 2024

Welcome and introductions – Amanda, Susan, and Kenda

Happy Notes

• Dolly Day stuff is here!

Breaking news - Erin

• Vintage Guides - we're getting our new edition by the end of January. Does anyone have any old editions left? No. How many boxes do you want? We're getting 40 boxes to start with. Email Erin with how many boxes you want to start with.

Susan introduction

Aspen Usability Testing

• Tricia and Megan shared information about what usability testing is.
• Facilitators observe how the participant is using the service and guide them through the process.
• Participants are encouraged to speak out loud what they're seeing and trying to do.
• Have to try not to influence someone on how the product works.
• We've observed that guests do not know how to search the catalog. They are browsing more than searching.
• In February, libraries will be helping perform UX testing on a small scale.
• Tricia and Megan are taking questions today and the next few weeks about the testing.
• Will need a laptop (though a desktop could work) with MS Teams so that you can record the screen.
• In March, there will be an opportunity to provide feedback on the experience of performing UX testing.

Closing a branch/seeking outside assistance

• Reach out to your RD if you think you're going to need to close. RD will reach out to Susan to make the final decision.
• Utilities - have as much information as possible when you call your RD as far as expected time of restoration.
• Staff call-outs - reach out to your neighboring branches to see if you can get some help from those branches.
  • See if you can get that coverage first and then let your RD know of the resolution.
  • Let your RD know if you're not sure how to resolve the situation.
• If someone calls out, you can check with them as to whether they're well enough to come in even for a little time such as lunches rather than being out the whole time. We do not want folks who are ill to come to work.
• If weather clears up, maybe see if people who called out can come in later.
• Goal is to keep the doors open as much as possible. It's not that we'll never close, but we want to be open whenever possible.
• For weather closures, Larry's goal is to hopefully make a decision before anyone gets out on the road.
  • If we have a late opening, dress code allows for wearing jeans that day.
  • If you personally cannot make it in to work due to weather, share that with your director, so it can be shared up the chain.
• If MTC is on site, but they haven't communicated with staff on site about progress, please reach out to them for information before they leave the location.

Construction updates

• AL
  • As of this week, construction will be completed at the end of January.
  • After that, vendors need 3 weeks to install FFE and will be done by late March.
  • Then, IT will start moving in all the equipment in, then staff will move in.
  • Opening in April
  • Will keep the AL-Trinity site open during move in.
  • Artwork installation has not started.
• ED2
  • Value engineering - basing our needs on the community assessment we did in 2021
  • Working on operational questions so that we can work together successfully
  • Working on lease, insurance, and utility sharing agreements so they are fair to each entity
  • Anticipated opening in August to October of 2025
• RE
  • Their upcoming renovation will include
    • Roof replacement
    • Sidewalk repairs
    • Landscaping a space to reduce sleeping/camping
    • Tree removal and replacement with grass
    • Meeting room partition
    • A door to separate public from staff space
    • Door repair in the break room area
    • Pollinator garden could also be added with outside funding
  • Timeline is a little vague. Some of the projects could be started before the bonds are sold, but other large price tag items will require the bonds.
  • Vast majority of the projects will be able to be done without closing.
• DN
  • Skylights will be worked on after the RE project is done. They will need to sell the bonds for this project.
  • DN is reviewing options for keeping services available if the area under the skylights has to be blocked off from usage.

OES Updates

• Check in on how things are going with Winter Reading
  • Prizes are for adults only
  • There are still some cups left
  • Put your orders in early whenever possible
  • Delivery has been unpredictable on how quickly things are getting from one place to another due to how full the trucks are
  • Can give out prior year cups if needed in a pinch
• Systemwide Themes FY25
  • Will reach out to see if anyone else is interested in helping
• Last minute deliveries
  • Trying to minimize these where staff are running things around the system
  • Larry is looking at adding the 3rd delivery route back to help get supplies around the system faster
• Spoticus costumes
  • Trying to manage their usage easier, possibly through a web form. If you have ideas, let OES know.
• Spoticus puppets
  • Staff use for story times throughout the system
  • Looking to see what can get with budget have
• Chromebooks for programs
  • Be sure to reserve with OES before putting in the calendar to make sure they're actually available the chosen day
  • Looking at possibly getting more Chromebooks/laptops for programming purposes
  • Looking at better way to reserve them as well. Send ideas to OES