BRANCH SERVICES – Denyvetta stated Wright’s 80th Anniversary was a great success. She shared pictures of the events that took place during that week.
CONSTRUCTION MANAGEMENT – Todd stated work is continuing on the Security system for Downtown.
DEVELOPMENT – Ernestine stated the Literary Voices committee met last week to begin planning for the Author Dinner.
FINANCE & SUPPORT – Lloyd stated the transfer from the old pension plan to the new plan is complete.
HUMAN RESOURCES – Ric stated that he will be actively involved with and attending monthly meetings with the Downtown Security Council.
LIBRARY COMMISSION – Donna stated she will be meeting with Mayor Cornett next week to discuss Commission reappointments.
The Special Committee meeting will be Thursday, October 27. Donna visited the Tulsa Library System and took pictures of their parenting collection. She will be presenting them at the meeting.
Present: Anne Fischer, Chair, Kay Bauman, Denyvetta Davis, Todd Olberding, Dana Morrow, Patrick Williams, Donna Morris, Ernestine Clark, Kim Terry, Jim Welch, Lloyd Lovely, Ric Rea
Review of 2006 Holiday Closing Schedule. Ad Team reviewed the Draft 2006 Holiday Closing Schedule. The workweek of December 18-24 was discussed. Since December 24 falls on a Sunday, it was recommended to have that week as a 32 hour work week and full time staff would then need to take a day off during that week.
Update on Downtown Library Piano. The Ruth Mershon Fund within the Oklahoma City Community Foundation is providing a beautiful new Steinway piano for the Downtown Library. The piano will be arriving sometime within the next couple of weeks.
REVIEW OF CALENDAR
REVIEW OF ACTION ITEMS
# 4 – Review Ralph Ellison capitol improvements – Change Report Date to Sept. 28
# 1 – Establish a plan and implement Code Adam - Remove
# 3 – Establish a plan for preserving MLS Historical Documents - Remove
Review of Budget. Lloyd reviewed the proposed final budget which was presented to the Finance Committee on August 16th and will be on the Agenda for approval at the August 25th Commission Meeting.
REVIEW OF ACTION ITEMS
Action Items were reviewed, no changes were made.
REPORTS
LIBRARY COMMISSION – Donna stated that Hugh Rice will be serving as the representative for the Metropolitan Library System on the Review Committee for the proposed Las Rosas Residential Development Tax Increment District No. 6. Hugh also serves as the MLS Representative for Tax Increment Districts No. 1, 2 & 5.
Records Management Committee. Jimmy updated Ad Team on the progress of the Records Management Committee. He handed out a copy of the Draft Data Collection Form, which will be used in collecting information on the types of documents each department will be submitting to be added to the Database. This document will be sent to each Ad Team member to input information. Once the Records Management Committee has received the forms a report will be compiled.
Wireless Brochure & Implementations. Kim handed out a brochure with information on the Wireless Network. Stacy Schrank has been providing training at each of the libraries. There will be another training session next week at Downtown for any employee who may be interested.
Retirement Meetings & Pension Calculator. Jimmy explained the function of the pension calculator. An email notice will be sent out next week with a link for staff to access the calculator. The meetings have been set and if there is any employee who was unable to attend one of the regularly scheduled meetings, there will be a make up meeting the following week. The calculator will only be accessible from the library. It will be available beginning Monday, August 8 through August 23.
United Way Campaign. Dana commented on and showed the Ads for the United Way Campaign this year which is titled “Born Learning”.
Mariachi Festival. Dana stated the Philharmonic is partnering with the OKC Chamber and will be offering Mariachi classes to high school students. The classes will be all day on Friday, January 27 and Saturday, January 28.
FINANCE & SUPPORT – Lloyd stated that negotiations are being made to have parking available for staff in the parking garage directly behind the library. The parking garage is currently under construction and should be finished sometime next year. He also stated that effective July 1; two parking garages will be raising their monthly rates. Sheridan Walker is increasing to $73 a month and Broadway Kerr will be increasing to $84 a month. Discussion followed. It was decided that MLS will up the parking reimbursement to $73 a month.
Lloyd stated that the Café Committee Meeting will be next Wednesday, June 15.
Lloyd will be sending out an email notifying staff of the cutoff date to have items turned in for the FY 04-05 budget. He also asked that staff have mileage turned in on time. Mileage should be calculated and submitted monthly.
HUMAN RESOURCES – Ric stated they are currently working on several openings. The flex packets are in the process of being sent out for re-enrollment.
INFORMATION TECHNOLOGY – Jim stated the new software program has been installed for Tech Processing.
Presentation and Q & A on Long-Term Care Insurance ~ Physicians Mutual. Kelly Hoffman introduced Jim McBride and Vickey Johnson of Physician Mutual Insurance Company. Mr. McBride went through a brief PowerPoint presentation to show the many different benefits of having a Long Term Care Health Insurance plan. He also spoke about the many different circumstances that a Long Term Care plan would be beneficial. Physicians Mutual is based out of Omaha, NE and has been in business since 1902. Vickey Johnson handed out packets of information for each member to review. A proposal sheet was also handed out, which lists the different options available and there costs. It was decided this is not a decision that will be made right away. The Ad Team would like to look into Long Term Care Insurance further in depth and also possibly get more information from other companies to compare. A couple of questions that came up were: What would be the cost for employees to obtain additional coverage and what would be the cost for portability?
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.
FACILITIES MAINTENANCE – Patrick stated he has been working on Capitol improvement items at Belle Isle. Lloyd handed out a copy of the spreadsheet of Capitol Improvement items from Acct. 450 and asked if anyone has any updates to let him know.
MATERIALS & OUTREACH – Karen stated she has been working on the budget. She has received input from the Library Managers.
OUTREACH SERVICES – Dana passed around an example of the “Read to Me” packets. She stated Michelle Kelley with the Oklahoman has agreed to do the Marketing for the packets.
Dana also passed around a draft of the Summer Reading Program for 2005; the theme will be Dragons, Dreams and Daring.
Southern Oaks has already had 182 participants sign up for Winter Read Fest.
