Summer Reading Minutes - January 07, 2020

Table of Contents

• Community and School Engagement Subcommittee

• In-Library Engagement Subcommittee

• Logistics

• Staff and Volunteer Engagement

Community and School Engagement Subcommittee

Meeting Date / Time:

Tuesday, January 7, 2020 – 9:00am

Meeting Location:

The Village Library

Attendees:

Danielle Bunner, Kellie Delaney, Kimberly Fransisco, Chris Stofel, Elisabeth White

Absent: Alma Brown

Welcome Happy New Year!

Timeline Review:

Kellie provided details on the Summer Reading Program Guide which will encompass a single guide, and calendar of events – system-wide.  March 15 deadline to be included in the guide.

Postcard mailing will be diminished to 150,000 this year but Rack Cards will be available at all libraries.  EPS is excited about this alternate method of communicating with the public.

Committee reviewed the pending items per the agenda:

• Alma: Will email us the Lessons Learned Document she created for visiting Daycares and Schools - Document has been uploaded to Teamwork.
• Chris: evaluate the library media specialist breakfast information and add content to our planning document.
• Elisabeth: Getting a list of communication methods schools use to disseminate information to parents.  Spreadsheet with portal communication detail has is available on Teamwork
• Kimberly: locate who at EPIC we could work with to send information to OK County EPIC students
• Kellie:  reserve Bethany’s Room AB for the SLMS Breakfast.  Update on SR Goals & Read it Forward.

Alma provided information to the sub-committee prior to the meeting on lessons learned in interfacing with childcare centers. The document is available on Teamwork.  Work will continue the document pertaining specifically to PreK outreach.

Chris will contact OKCPS Media Specialist Coordinator as we prepare for the breakfast and outreach opportunities at area schools.

Elisabeth provided a comprehensive list of school communication tools through portals – available on Teamwork.  She will continue to distill this information to assure portals will be available for a media blast regarding SR2020.

Kimberly will provide the information she has regarding EPIC Charter Schools to Elisabeth to include with portal commination tools.

Kellie has booked the Bethany Library for SLMS Breakfast.

Task/Action Items - due by next meeting:

Toolkit:

The toolkit will be updated to include sections on working with Childcare Centers, Adults including Senior Centers, Local Government, Businesses and Civic Groups.

Kellie Delaney will make the ask of the training sub-committee on a presentation that could be used for adults and one directed toward teen/youth (per Elisabeth’s request).  Kellie will work on messaging and images for social media.

Kimberly and Chris will work on blurbs/scripts for presentations to adult civic and business groups.  Danielle will prepare talking points for interface with adults in the community who might be reluctant to signing up for SR. Elisabeth will continue to work on electronic/portal communication tools for schools and families and determine gatekeepers of the portals.

School Media Breakfast:

Chris Stofel will contact Swadley’s regarding catering the breakfast – the budget is $1,000.  Chris will compile the information he has gathered on the different school districts, so we have that information for future years.

Read it Forward:

Kellie updated the committee on the status of Read it Forward; although no definitive budget amount has been provided EPS it is understood there will be reduced funds to purchase enough books for the Read it Forward program to grow.  .  It is anticipated that we will have 2500 – 3000 books to disseminate, rather than the 4500 – 5000 last year.  We will look at previous recipients of Read it Forward books as a possible guide and have suggested updating the guidelines from not a previous recipient to not a previous recipient in the last two years.  

Survey to staff:

Committee determined not to undertake a survey of staff this year.

Next meeting - February 5, 2020 2:00 pm at Capitol Hill Library.

In-Library Engagement Subcommittee

Meeting Date / Time:

Thursday, December 12, 2019 – 3pm  

Meeting Location:

Midwest City Library

Attendees:

Kellie Delaney, Annie Emmons, Beth Locke, Carol Roberts, Abigail Stout

Notes

1. Review Timeline
   
   1. December
      •  Select needed Marketing Pieces & get to Kellie by 12/31 (MAC deadline in January)
      • Draft Talking Points by 12/31 (MAC deadline in January)
      •  Begin working up Deliverables
   2.  January
      • CLSP Materials & other Deliverables selected and developed by 1/15
      •  Draft Preorder List by 1/22
      • Revise Preorder List by 1/29
   3.  February
      • Preorder List Finalized & Shared 2/1
      •  Supplies Ordered by 2/15
   4.  March
      •  Workdays scheduled to organize supplies
   5.  April
      •  Supplies ready to distribute
   6.  Fall
      • Follow Up on SRP Feedback
2. Check-In on Assigned Tasks:
   
   1. Abby- Special Collections Meeting to discuss potential coordination w/SRP theme
      • Special Collections were very excited to do some special interviews w/local figures from OKC and OK County to Tell Their Story in relation w/SRP theme and promote reading. Committee members shared ideas of local figures to approach & desire to include those beyond just OKC figures.
      • Will inquire about getting photos of local figures w/quote to include on TV slideshow in libraries as part of this project
      • SRP Program Idea- Oral histories/Recording your Family/Group’s stories. Questions to ask, ways to record/edit, tips/tricks. Could be simply informational or record-a-thon style event.
      • Action Item: Abigail will take ideas back to Special Collections
   2. Abby and Annie- In-Library Engagement Toolkit Draft Review & Revisions
      • Committee members reviewed suggested changes and discussed organizational revisions to better categorize tips. While we will create a separate Pre-Order list, all team members are going to add Display Ideas, Passive Program Ideas, and Program ideas to this document so we can keep everything together in one place. Preorder List will be an online form.
   3. Annie- Collection Development Meeting to discuss coordinating collection integration (physical and virtual) w/SRP program
      • Overdrive- Annie will reach out to Sadie, then check in around March to see how things are going.
      • Hoopla, Kanopy- Reach- Annie will reach out to Kristine, then check in around March to see how things are going. 
      • Book Rivers- Coordinated by Miranda. Committee will come up with 8-10 SRP related themes for book rivers and begin building lists. Instead of the normal 3-5 copies to add to list, aim for 5 as SRP demand may increase holds. Miranda will need this information by March. They may edit some of the Book Rivers. 
      • Potential Physical Display Themes- Committee will come up with 8-10 SRP related themes for book displays. Janeal would like the topics by February to see if we need to order additional copies.
      • Team discussed Book Lists and decided not to create any curated lists. Engagement staff should let Collection Development know if they plan to use specific lists in their library to ensure good customer service as hold lists may fill up quickly or some materials on lists may be out of print.
   4. Beth- Display & Passive Program Ideas
      • Several photo backdrop options were discussed. Team selected 2 options from Oriental Trading: Enchanted Forest ($17.39) & Castle Wall ($40.19). Each piece can be divided to provide display material for 3 libraries.
      • Several ideas for Passive Programs were discussed. Team identified which options could be a download, and which would need to be part of a preorder kit or possibly involve Marketing. Team will work up these ideas by next meeting (1/15)
   5. Carol- CLSP Manual usable elements
      • Team discussed program ideas, display ideas, and passive activity ideas from CLSP workbook. Will include some of these files as downloads for staff to consider.
   6. Kellie
      • Meeting w/MAC- Social Media Options is postponed as these duties may be shifting to another department. MAC approved recommendations from last meeting of Rack Cards and Program Calendar to replace INFO in June-July.
        1. Still need to order: Spoticus as Jack in the Beanstalk for points display and Coloring Sheet for Program Calendar.
      • Plaza Walls- This may be a possibility, investigation ongoing
3. Review & Finalize Recommendations for Marketing Request
   
   1.  Image of Spoticus as Jack in the Beanstalk
   2. “Take a Shelfie” shelf talkers for Passive Program/Possible Point Activity using #Ireadbecause- Under consideration, downloadable or leaf notes for book talkers.
4. Identify Next Actions & Assign Tasks
   
   1. Annie
      • Take care of Collection Development Action Items; Book Rivers, Displays
      • Setup Document to compile ideas for passive programs of Summer Reading Madness (villains) and Mixed Up Headlines
   2. Beth & Carol- Bulk of Passive Programs and Decoration Ideas in Toolkit. All members assist.
   3. Kellie- MAC follow Ups, Ask Margo about how well storytime kits were used
   4. Abby- Special Collections Follow UPs, Programming
5. Set follow-up meeting

Logistics

Meeting Date / Time:

Thursday, December 19, 2019 – 3:00pm

Meeting Location:

Service Center

Attendees:

Margo Engelmann, Alice Fielding, Teresa Matthews

Absent:

Alice Fielding

Logistics met to provide background to new member and to discuss any changes to procedure in 2020

Staying the Same

• Books will be housed at the Service Center all other items/prizes at EPS/DN
• Inventory and re-boxing will happen in March (dates TBA)
• Items will be sent from EPS (Margo) and books from the SC (Alice)
• Prepacks will be sent out in May
• We will again have a single ordering contact for orders specific to SR but any staff or manager can put in general orders or emergency orders.

Changing

• Orders will be filled on a daily basis (although there may still be a few days delay in delivery so same week cannot be guaranteed) but we are going to try to have a 2-3 day turnaround.
• This should make it easier for MTC to space out deliveries and to help locations not try to anticipate so far out on needed items.

There will probably not be another meeting until March.

Staff and Volunteer Engagement

Meeting Date / Time:

Wednesday, January 9, 2020 – 3:00pm

Meeting Location:

Downtown Library

Attendees:

Jessica Gonzalez, Pallas Johnson, Heidi Port, Victoria Stephens, Emily Williams

Special Guest:

Kellie Delaney

Community Engagement Subcommittee-Kellie

• This year the Community Engagement Subcommittee is organizing their SR Community Engagement Toolkit by age range. In an effort to best accommodate staff in engaging with various age groups in the community, they would like support from the Staff and Volunteer Engagement Subcommittee in developing the following:
  
  • A modified PowerPoint based off our staff training, for staff to take out to businesses to help promote SR.
    • To be developed after this year’s staff training slides have been finalized.
    • Due to the Community Engagement Subcommittee for inclusion in their toolkit by Friday, March 27 so that staff have the PowerPoint in hand for April and May outreach.
  • A video that can be sent out to schools in our service area. This video will be shared with students & parents/caregivers via school portals.
    • Engagement staff will still be encouraged to visit all schools in their service area; the video will be supplemental.
    • Kellie to work with Pallas on scripting; Pallas to act in the video; Victoria to shoot/edit the video.
    • Due to the Community Engagement Subcommittee for inclusion in their toolkit by Friday, April 17 so that staff have the video in hand to share with schools throughout late April and all of May. This video will also be shared at the School Media Breakfast on Friday, May 1.
  • A training component for staff on relationship building.
    • To be added into the SR in-person training and adapted for the Community Engagement toolkit. 
    • Due to the Community Engagement Subcommittee for inclusion in their toolkit by Friday, March 27.

Volunteer Training-Heidi 

• Heidi has created an after-hours request for RD approval.
• Rick has completed all of the artwork for Summer Reading Teen Volunteer communications and t-shirts.
  
  • Heidi to follow-up with Heather regarding the bid process.
• Heidi has secured all of the notebook materials for the Summer Reading Teen Volunteer trainings.
• Heidi to ask all Summer Reading Volunteer Supervisors to bring props for filming to this month’s training.
• Heidi, Pallas, and Emily are going to finalize the training materials for this month’s Summer Reading Teen Volunteer training.
  
  • Heidi to update Recruitment slides—put in 2020 SharePoint folder.
  • Pallas to update Interviewing slides—put in 2020 SharePoint folder.
  • Emily to develop Risk Management & Communications with Teens slides—put in 2020 SharePoint folder.
  • Victoria to update branding on all materials in the 2020 SharePoint folder.
  • Pallas and Heidi to meet next week to develop ice breakers and training scenarios; they will also talk through the scripting that Pallas will develop for the training videos.

Staff Training-Emily & Pallas

• Emily has scheduled a time to meet with L&D. Emily and Jessica will meet with Milissa on Friday, January 10.
• Emily has created a training schedule and finalized the format for this year’s online and in-person training.
  
  • This year’s proposed training components will include the following:
    • Online training video for all staff
    • Face-to-face workshop for new staff, AMs, Ems, and LMs
    • Updated Intranet resources
    • Volunteer training
    • Volunteer Supervisor training
    • School video (all ages)
    • Staff meeting presentations in May
  • This year’s proposed training dates are:
    • Tuesday, April 7 – 10am, 1:30pm
    • Saturday, April 11 – 10am
    • Monday, April 13 – 5:15pm
    • Thursday, April 16 – 10am, 1:30pm
    • Tuesday, April 21 –10am
    • Wednesday, April 22 –5:15pm
• Pallas reviewed last year’s SR surveys and pulled out comments and quotes to be used in this year’s training.

Internal Communications-Jessica & Victoria 

• Jessica shared out our Internal Communications Form with all SR subcommittee members.
• Victoria is working on developing relevant comms content for January and February’s Shelf Life.
• Victoria has reached out to a customer who has agreed to share their SR experience on film; footage to be used for staff training purposes and possibly repurposed for external comms through MAC. Victoria to setup a time to meet with the customer.
• Jessica to start updating the Summer Reading Intranet site.
• Victoria to continue updating the Summer Reading Internal Communications plan.

Action Items/Next Steps (To be completed prior to next in-person meeting) 

• Heidi-send after-hours request to RDs
• Heidi-send Summer Reading Volunteer Supervisor Training agenda template to group
• Heidi and Pallas-set up a time to meet the week of January 13 to discuss video scripting, training scenarios, and activities (ad-libs, etc.)
• Heidi, Pallas, and Emily-update assigned slides and place in 2020 SharePoint folder
• Pallas-continue to brainstorm ideas and content for activity sheets for in-person volunteer supervisor trainings & staff trainings--crosswords; word searches; ad-libs; etc.
• Pallas-create quotes (for training slides) document and add to Teamwork for reference  
• Victoria-continue to update templates for Summer Reading Teen Supervisor Training (fonts & artwork) after they have been added to the Teen Services SharePoint 2020 folder
• Victoria & Jessica-Victoria to continue drafting an internal comms plan using template from last year; send to Jessica to add content to
• Jessica-start to update Summer Reading Intranet site
• Jessica-type minutes, create draft agenda, and schedule next meeting

Upcoming Meetings

• Tuesday, January 21 (optional for subcommittee members; put Summer Reading Volunteer Supervisor training binders together)
• Wednesday, January 22 (in-person meeting #5)
  
  • Run through Summer Reading Volunteer Supervisor Training