Ad-Team Meeting Minutes for April 2005

Meeting Date: April 12, 2005

Present: Denyvetta Davis, Chair, Patrick Williams, Jim Welch, Todd Olberding, Karen Marriott, Anne Fischer, Donna Morris, Ric Rea, Kay Bauman, Lloyd Lovely, Dana Morrow, Ernestine Clark

Guest: Kelley Hoffman

CURRENT ITEMS

1. Medical/Dental Self Funded Plan. Ric and Kelley Hoffman informed the Ad Team of some changes that will take place in the upcoming fiscal year with insurance rates. Kelley stated the vision plan will be increasing approximately 7 %. There will not be an increase to the Long Term Disability plan. Kelley stated they have received some information from Physician’s Mutual on the possibility of adding Long Term Care Insurance to the list of benefits for employees. It would be a basic policy that each individual could add to at their own expense. The policy would include things like Home Health Care and Nursing Home Care. Discussion followed. Kelley and Ric stated they would look into this option more in depth and bring more information to the Ad Team.

CALENDAR WAS REVIEWED.

• THE SAFETY COMMITTEE MEETING HAS BEEN RESCHEDULED FOR APRIL 19, 2005
• MAY 5 ~ PUBLIC SERVICES COMMITTEE

ACTION ITEMS WERE REVIEWED.

• # 3 DONE
• # 2 IN PROGRESS

REPORTS

LIBRARY OPERATIONS & PLANNING – Kay handed out copies of the Draft Internet Access Policy. She will be taking this to the Public Services Committee meeting on May 5 for approval. The handout consists of the current policy and the proposed draft policy. If anyone has any comments regarding the policy, please provide them to Kay by Thursday afternoon.

Kay stated the Strategic Plan was presented to the Long-Range Planning Committee last week.

The Village Library will be closed next week Monday through Friday and will be opened for sure by Saturday. Village staff will be working at various locations during this time.

Summer Reading Information Sessions are going good. Heidi Port will be conducting an information session at an Ad Team meeting sometime before June 1st.

The new intranet is up. There is a PowerPoint presentation located on the intranet to guide users through the changes.

Kay will begin interviewing for the Marketing Manager position in the next couple of weeks.

BRANCH SERVICES – Denyvetta stated Peggy Cook with the Pioneer Library System attended the Manager’s Meeting last week. Denyvetta will visit their system in the future.

The Extension meeting was the last part of March. Kay and Stacey attended that meeting to share information about Summer Reading.

Denyvetta stated she had attended a pre-conference meeting at OLA on Serving the Mentally Ill. She shared the information she received with Stacey for the possibility of future training within the system regarding the issue.

CONSTRUCTION MANAGEMENT – Todd provided updates to the current projects currently underway. There were three bids received for Security. The lowest bidder was Simplex. The Long-Range Planning Committee approved the go ahead for the Cataloging and Tech Processing Center. Todd will be meeting Thursday with the City of Oklahoma City regarding the Bond Projects.

DEVELOPMENT – Ernestine stated the Author Dinner went well. She has not received any complaints. She commented on what an incredible speaker Juan Williams is. They are looking into having the Author Dinner at the same venue next year.

Heidi is busy working on the upcoming annual Volunteer Recognition.

The Friends Annual Meeting will be in May, Ernestine will be sending this date to Ad Team.

The Friends Grants are currently being written. They will be reviewed by a small group prior to being brought to Ad Team on May 25th.

FINANCE & SUPPORT – Lloyd stated shelving is currently being installed on the 4th floor.

HUMAN RESOURCES – Ric stated Linda Hyams will begin her duties as Human Resources Specialist on April 25th. Christina Jenkins will take over the Full time Materials Selection position. They will be recruiting for a part time Materials Selection Technician.

Ric will be gone April 20 to April 28 for a conference in Charlotte, North Carolina.

INFORMATION TECHNOLOGY – Anne stated they are currently preparing for the upcoming close and re-wiring of the Village and Midwest City Library.

Razors Edge is currently being upgraded.

MATERIALS & OUTREACH – Karen stated she is currently finishing up work on the budget. She is also in the process of working on annual vendor evaluations.

OUTREACH – Dana stated that LaVetta recently participated in “Week of the Young Child”. There was a great turnout at the fair which was held on Saturday, April 9.

Geri Price is working on a partnership with Cassady students.

ACTION ITEMS:

Meeting Date: April 27, 2005

Present: Denyvetta Davis, Chair, Patrick Williams, Jim Welch, Todd Olberding, Karen Marriott, Anne Fischer, Donna Morris, Ernestine Clark, Kay Bauman, Lloyd Lovely, Dana Morrow

Absent: Ric Rea

CURRENT ITEMS

1. Summer Reading MLS Volunteers. Dana asked Ad Team for assistance in signing up Summer Readers the 1st week of June. Staff volunteer forms will be sent out by Heidi Port. Dana will ask Heidi to send Ad Team new sign up forms. Training for signing up Summer Readers will be done at the May 25th Ad Team Meeting.

REPORTS

MATERIALS & OUTREACH – Karen handed out a draft of ths Administrative Guidelines for Video Purchases. The guidelines will be used for future DVD and Video purchases. Karen stated DVD’s may be available in the fall to the public. The guidelines are intended to clarify the Library’s current policy for customer’s and staff. Denyvetta asked Karen to review the guidelines at the May 25th Manager’s Meeting at Southern Oaks.

OUTREACH – Dana handed out an information card on the “Read to Me” packet. The card listed everthing the packet will include. She stated that the South Kiwanis wanted to contribute to the early literacy and that Jeanne Devlin created this packet to meet the need.

Heidi Daniel-Morgan, and Emily Williams, Village Library went to the Genesis House, a group home for boys ages vary up to about 12 years. They stated that this was a great contact and learning expierce for not out the boys but outreach servcies.

Outreach is also getting ready for Summer Reading.

FACILITIES MAINTENANCE – Patrick stated there are several things going on. The Medals for Summer Reading are here. The El Reno school district won the bid and purchased the Maintenance Trucks that were surplused.

MARKETING & COMMUNICATIONS – Kay stated she is in the process of setting up interviews for the Marketing Manager position. The interviews will be scheduled for the 2nd week of May. There are 8 applicants.

The bidding process for Advertisement’s for Summer Reading is being worked on. The possibility of having Post It’s on the Oklahoman for Summer Reading is also being discussed.

The May Shelflife will feature information on Summer at the Library. Since there will not be another Library magazine published until next fiscal year, the June Calendar will also consist of information for Summer Reading.

LIBRARY COMMISSION – Donna stated the Public Services Committee Meeting will be May 5 @ 3:30 in the Friends Event Room here at the Downtown Library. The packet will be sent out Friday, April 29th. The Commission Meeting will be held on Thursday, May 21st at the Downtown Library.

Donna stated she and Lloyd are finishing up the budget meetings.

Lloyd mentioned House Bill 1750 was passed by committee. If it is passed by the Senate it would result in a 1.87 % reduction in Ad Valorem tax, which would affect MLS by $360,000. It passed through committee with 25 yes and 21 no. Donna will look for more information.

Donna & Hugh will be meeting with Mayor Mick Cornett and City Manager Jim Couch this afternoon regarding the sale of the old building.

INFORMATION TECHNOLOGY – Anne stated they have completed the re-wiring and installed the new telephones at the Village Library. The furniture still has not arrived. Midwest City Library is next. They will be working on moving every computer out.

Jeanne in Marketing is working on new mouse pad designs.

FINANCE & SUPPORT – Lloyd stated money has been budgeted in accout 450 for keyboard drawers for Downtown employees. Lloyd asked for Ad Team to get a list of people who need a keyboard drawer and let him know.

Lloyd handed out an information document titled Management Time: Who’s Got the Monkey?

LIBRARY OPERATIONS – Kay stated she was on vacation last week. She is working on the budget. She visited Village Library yesterday.

DEVELOPMENT & VOLUNTEER SERVICES – Ernestine stated the Books for Soldiers project was a huge success. Their office is full of items for soldiers.

The Annual Friends Meeting will be May 17 at 6:30 p.m. at the Belle Isle Library.

The Raiser’s Edge software is being updated.

The job description for the Development Assistant is being worked on and will be posted as an opening soon.

Jimmy congratulated Ernestine on the great job she did during her speech for the 10th year Anniversary of the April 19, 1995 bombing.

CONSTRUCTION MANAGEMENT – Todd stated the contract for the Downtown Security System has been awarded and should be finished within 90 days.

BRANCH SERVICES – Denyvetta stated she has been working on the budget. She has been reviewing Friend’s Grants. There have been 14 grant applications from 8 or 9 libraries.

Denyvetta provided information on the upcoming changes that the System Reserve Task Force will be implementing. They are asking libraries to clean work room spaces.