Operations Center (OPS): guidelines and procedures

Important Phone Numbers

The Operations Center houses the following library programs: Library Facilities and Logistic, Marcom, Integrated Services (including the AMH), Youth Development, Events and Readers Services, Community Information, Creative Learning,  Community Engagement, Adult Learning, Youth Learning, Community Learning, Summer Reading. Friends of the Multnomah County Library also have space and a storefront.

Guidelines for Working at the Operations Center

The Operations Center is a Fragrance-Free building

The Operations Center is a fragrance free building. This includes all the meeting rooms and the AMH workspace.

Please help us to accommodate people who are chemically sensitive to fragrances and other scented products. Do not wear perfume, cologne, aftershave, scented lotion or similar products while at work. 

Here is a Wednesday Wire Article about being mindful and supportive of those with multiple chemical sensitivity.

This does not include scents related to cultural traditions.

Library Operations Center Fast Facts

Fast Facts: Library Operations Center has helpful information like where to park, accessing the building, closest coffee shop, etc. It is good to review before you work at a location for the first time. 

Access to the Operations Center

  • A county-issued keycard set for Operations Center access is necessary for entry into the complex at any time of day. On Saturdays and Sundays the building is closed to general staff. Forgot your badge? Gain entry with OPS staff who know you. Failing that, call your work unit or the OPS PIC.
  • Staff assigned to the complex or with "work hours" access may enter the complex at 5:50 a.m.  Other library staff, including on-call staff and some volunteers, may enter the front doors from 7:45 am - 5:10 pm.  Monday-Friday the OPS PIC generally closes the building and activate the alarm system at 5:15 p.m. For staff assigned to OPS workgroups, unless you have 24-hour access or your manager has cleared you to work after regular building hours, please leave the building before 5:10 pm.
  • Volunteers without badge access should call the staff person they are here to meet or the OPS PIC.
  • Visitors at the OPS front door: OPS staff who are approached at the door by someone without a badge requesting entrance should inquire the purpose for entering the building. Staff are expected to help maintain the security of the building, including engaging visitors without identification and meeting visitors as they arrive.  Visitors without badges and non-library staff need to wait outside the building.  Staff should inquire what their purpose is for entering the building and contact the OPS PIC, the person they are supposed to be meeting or Lisa Canavan as needed.
    • If you recognize the visitor and know where the person they are meeting currently is, staff may escort the person to that worksite.
    • Staff must accompany their guests while they are in the building. Guests, whether from external organizations or other County departments, may not use meeting or huddle rooms independently.
  • Library Staff can check out and return temporary staff badges for their personal use in the supervisors' officer near the AMH between the hours of 8:00 am and 4:00 pm, Monday - Friday. The person letting the individual in the building is responsible for escorting them into the supervisors' office near the AMH and issuing a badge. Return the badge at the end of the day and sign it back in.

Parking and shared vehicles

  • Parking for personal vehicles is available anywhere in the complex's parking lot.
  • Library staff and volunteers should not park in the pullout directly in front of the Operations Center. Library staff may use the spots for a few minutes while loading and unloading items from their vehicles.
  • Use of the Library Pool Vehicles. 

Reserving rooms and equipment

  • Booking a meeting space in the OPS Building: All OPS staff have access to calendars for each of the meeting spaces and are responsible for booking space for their meetings. Huddle room 10 is located inside the Friends of the Library office and is not available for general use.  Designated staff in other buildings, such as staff in the Central Director’s Office, Neighborhood Libraries, and staff in workgroups formerly assigned to LAL also have access.
    • There will be instructions for using the equipment in the rooms.
    • Please don't use the display (TV) remote for any purpose other than turning the display on or off, because it could interfere with the AV system in the room.
    • If you do turn off the display, please turn the display back on when you're done using the room.
  • Booking the Large Training Room (either half or full room)
    • The Operations Center training rooms are prioritized for systemwide training, delivered or coordinated by Learning and Organizational Development (L+OD) and for onboarding by Human Resources employees
    • Trainers who are not part of L+OD must coordinate training delivered in the training rooms through L+OD. The guidelines for training room use describe the process to request use of one or both training room
  • Checking out laptops and projectors: We no longer have these available.  Some workgroups (i.e. the sort center) and drop-in stations may have laptops available for emergency use.
  • The way to get the calendars added for you at OPS is to:
    • Open the Google Group named "Lib OPS Staff" (if you haven't been added to this group yet check in with your supervisor to confirm your team's email has been added, and you have been added to your team's email group)
    • Click on the "Starred Conversations"
    • Here you will find 5 emails, 4 for reserving meeting rooms, and 1 for reserving cars
    • You need to click on each one and at the bottom of each email click the little box with 3 dots to expand it
    • Next click on the "Add this Calendar" option for every room you may want access to (or just do them all)
    • If your Google calendar sidebar is overwhelmed with extra calendars that you need to keep access to, but don't want to scroll through all the time, you can hide a calendar by clicking the three vertical dots next to the name and then selecting "Hide from list."

Amenities

  • There is a lunchroom on the OPS second floor with 3 refrigerators, 3 microwaves, 2 sinks, shared dishes, cups, cutlery, etc.  Outside the breakroom there are snack and pop vending machines.  There is a smaller break room on the 1st floor with a refrigerator and microwave.  Breakroom sinks tap water and all water fountains are filtered.
  • There is a partially covered outdoor terrace on the second floor adjacent to the lunchroom.  There towels for wiping down terrace furniture in marked bins (clean/dirty) in the right-hand/north tall cupboard.
  • Use of open flames or heating devices on the terrace is prohibited due to the sensitivity or that areas fire/heat detectors.
  • Numbered cupboard spaces are assigned per the list on the doors; contact Grant Swanson if you need a space. There is small amount of general plates, bowls or silverware available in the cupboards (? to the right of the sinks ?). Each month, a workgroup gives the microwaves and refrigerators a good cleaning. Pay attention to emails and signs to label your food so it is not thrown out during a cleaning.
  • The workroom across from the printshop/1st floor breakroom is where staff can return any checked out materials and pick up holds on administrative cards. Please follow the posted guidelines for using the Operations Center as a holds pick-up location for your work-related holds. All materials that leave the AMH workspace and cataloged materials that leave the stacks must be properly checked out, even if you are just 'browsing' or reading during your break or lunch. Check with the AMH staff if you have any questions.
  • Please minimize your time in the AMH room, loading dock and pallet storage area as these are high traffic areas.
  • Lost and Found articles can be brought to and picked up from a bin in the Lib-Facilities area on the 2nd floor.  Contact Lib-Facilities staff or the OPS PIC if you find or are looking for high value items. If you find a water bottle or similar with liquid still inside, please empty it before placing it in the lost and found.
  • Employee Paid Chair Massage is sometimes available in one of the Wellness Rooms. For information about this, please contact Nicole Newsom (nicolen@multco.us). 

Safety

  • Operations Safety Committee
  • Operations Center Incident Log
  • First Aid kits are stationed around the building, there are master kits in the Logistics area and in the lunchrooms.
  • Please dress appropriately for the various working environments within the building. The loading dock is minimally heated in winter and minimallly air-conditioned in summer. Orange safety vests and hard hats are available to be worn by all staff or volunteers while working in the garage. The vests are stored near the (TBD).
  • For safety reasons, all staff or volunteers working in the following areas must wear closed-toe shoes: AMH, OPS loading dock and the pallet storage area. Footwear should be shoes that totally cover the foot and have a comfortable grip sole.  Floors in all these areas are concrete or smooth surfaces and there are many hazards where objects could fall and cause injury to an exposed or under-protected foot.
  • The fire alarm is a strobe light and sound, including mechanical voice.  When it goes off, exit immediately and report to parking lot area between the OPS building front entrance and the KFC. The first person to exit through the door should take the evacuation clipboard and umbrella, both located in huddle room 4. At the meeting place, the PIC will take the clipboard and umbrella.  There are also clipboards at the near the door to the staff entrance and the exit from the loading dock area.

Questions?

If you have questions or concerns about any aspects of the Operations Center building, the warehouse, or Friends area please contact Lisa Canavan (x86137), Rod Madison (x89835) or the PIC (971-201-5374).  You may also send an email to Lib-Facilities@multco.us.  

Library Facilities

Contact for details
Lib-Facilities@multco.us
Manual category
Facilities
Tags
Daily operations