X-Change Meeting Minutes for May 19, 2009

X-Change Meeting Minutes

Date: May 19, 2009

Location: Midwest City Library

Those in Attendance:

Ann Aliotta, Lynda Bahr, Julie Ballou, Roy Ballou, Kay Bauman, Karen Bays, Barbara Beasley, Janet Brooks, Rosemary Czarski, Denyvetta Davis, LaVetta Dent, Priscilla Doss, Anne Fischer, Tim Fisher, Linda Hyams, Heidi Johnson, Chris Kennedy, Jack Kinzie, Lloyd Lovely, Karen Marriott, Candace McDaniel, Donna Morris, Dana Morrow Todd Olberding, Michael Owens, Katrina Prince, Jamar Rahming, Debbie Robertus, Pauline Rodriguez - Atkins, Anita Roesler, Stacy Schrank, Phil Tolbert, Maria Watkins, Randy Wayland, Jimmy Welch, Fariba Williams, Stuart Williamson (guest), John Wood

Welcome

Kay Bauman called the meeting to order at 2:05 pm. Kay welcomed the supervisors to the Midwest City Library and X-Change meeting.

Culture Survey

The focus of this X-Change meeting was to disseminate information from staff meetings that were held per the letter sent to the supervisors by Donna on March 30, 2009 (see minutes). These staff meetings were charged with discussing the results of the culture survey debriefing session held on March 30, 2009 and forming responses to the questions posed in Donna’s letter. Supervisors were split up into the following groups that were determined by the divisional cuts of the culture survey results:

Library Managers - BE, BI, CH, CT, DC, DN

Library Managers - ED, MC, RE, SO, VI, WA

Donna Morris & Lloyd Lovely - DIR, BUS, HUM, CON, DEV

Karen Marriot - MSL, CAT, TP, OUT

Kay Bauman and Jimmy Welch - PLA, LO, IT, MaC

The five groups shared the information that was gathered at the individual staff meetings. Once staff responses were shared, the groups were asked to determine a few (2-4) overlying weaknesses. These weaknesses were to be written down on handouts (attached). The groups were then asked to write some root causes for the weaknesses and some possible action items that could improve the weaknesses.

After an hour of discussion and filling out handouts, the groups were asked to present the results they formed. The worksheets were displayed on the wall and grouped by similar issues.

After all of the results were presented, the X-Change group collectively distilled all of the issues down to three areas that would be focused on system-wide. These areas were 1) Increasing appreciation of staff 2) Improving communication and 3) Being more receptive to change. X-Change members volunteered to form three ad hoc groups; each to investigate one of these areas of weakness and further identify possible root causes and action items. These groups are to be liaisons to ensure two-way communication with staff system-wide and must involve staff in this process. Each ad hoc group will have autonomy in how they achieve that, which will help us try at least three approaches to gaining involvement throughout the system. The X-Change members brainstormed ideas on how to ensure that all staff have the opportunity to be involved in this process, which included: utilizing Leadership MLS, focus groups, adding non-managers to the committee, and seeking Staff Association interest. Each ad hoc group will provide a report of their findings at the next X-Change meeting in August.

The groups formed are as follows:

Increasing appreciation of staff -

Roy Ballou, Denyvetta Davis, Jamar Rahming, Pauline Rodriguez-Atkins, Stacy Schrank

Improving Communication -

Janet Brooks, LaVetta Dent, Linda Hyams, Donna Morris, Debbie Robertus

Being more receptive to Change -

Kay Bauman, Karen Bays, Karen Marriott, Anita Roesler, Fariba Williams

Anne Fischer will create emails for each group for staff to send suggestions. The group email will be forwarded to each member of the group.

Oklahoma College Savings Plan

Dana Morrow passed out bookmarks for the Oklahoma College Savings Plan Be Creative @ Saving for College Sweepstakes presented by ODL. Not only can a child from our libraries earn $5,000 towards college, but the library could receive money as well. Learn more at www.ok4saving.org/library.

Pat Wagner Training

Stacy invited everyone to attend the Pat Wagner class focused on managing multiple priorities on May 20th.

Adjournment

After no further business the meeting was adjourned at 4:00 p.m.