Leadership MLS Class III ~ Stacy Schrank introduced the Leadership MLS Class. He handed out portfolios to each person.
Friends Grants ~ Donna handed out a spreadsheet of Friends Grant requests for 2009. The spreadsheet only includes grants that have been approved by the MLS group. The Grant committee for the Friends will be meeting tomorrow night to review the requests. Donna and Dana will be attending the meeting.
CALENDAR REVIEW
May 20 ~ Ad Team meeting cancelled for all day workshop at Moore Public Library.
Managers meeting that afternoon will be re-scheduled.
The A & P Committee and Finance Committee will be meeting in May.
DEVELOPMENT – In Ernestine’s absence, Lloyd reported Literary Voices ticket sales are going well. Invitations to the event have been mailed out.
The Endowment Trust will be meeting tomorrow.
FACILITIES MAINTENANCE – Patrick reported he was out last week and is busy catching up this week.
HUMAN RESOURCES – Ric reported on the current vacancies, which was emailed to Ad Team this morning.
Ric handed out budget entries for account 101 and 102. He asked Ad Team to review and if there are any changes to let Human Resources know as soon as possible.
March 25 ~ Learning Sculpture Dedication, Downtown Library, 2 pm
April 20-22 ~ OLA Annual conference
REPORTS
FINANCE & SUPPORT – Lloyd reported on changes to withholding due to taxes being lowered. All employees will be receiving a letter from the Business Office regarding the changes.
Information Technology – Anne reported IT has implemented the credit card feature at Belle Isle Circulation Desk. Jimmy is working with Ric on the new evaluation system.
Present: Candace McDaniel, Chair, Ric Rea, Karen Marriott, Donna Morris, Todd Olberding, Kay Bauman, Jim Welch, Anne Fischer, Patrick Williams, Kim Terry, Lloyd Lovely
Excused: Denyvetta Davis, Dana Morrow, Ernestine Clark
REPORTS
FACILITIES MAINTENANCE – Patrick reported his office is short staffed this week. Maintenance is working on various projects and Patrick is working on the Maintenance budget for the upcoming year.
Denyvetta Davis provided information from the ALA Mid-Winter Conference she attended in Denver. Denyvetta attended the presidential candidate forum for ALA. The candidates this year are Kent Oliver and Roberta Stevens. Denyvetta also participated in the Resume Review Service. Reviewers provide feedback and suggestions to job seekers, helping them make their resumes stand-out and to become stronger candidates in the job market.
Ric Rea stated the general access door code for employees has not been changed since the Downtown Library opened in 2004. Additionally, employees were also given special access codes for other doors in the building which they may or may not need access to. Recently Human Resources became aware that there are customers who have been given the code as well as various employees still have the code, since it has not been changed. Ric suggested the general access code be changed as well as have each department come up with their own code for other areas not considered as general access. Discussion followed. Ric will meet with Linda Hyams to work on a solution and if any departments would like to make code changes, they should contact Linda.
MEETING CALENDAR
The February 16th X-change meeting has been cancelled.
Changes in FMLA ~ Ric reported on changes to the Family Medical Leave Act (FMLA), which will be effective 01-16-09. Donna will put a paragraph regarding the changes in the Executive Director’s Report for the February Commission meeting. Ric will also send out an e-mail notifying all staff of the changes.
MEETING CALENDAR
02-15-09 MLC meeting @ Belle Isle
01-23-09 through 01-28-09 ALA MidWinter (Denyvetta, Donna, and Stacy Schrank will be attending)
02-15-09 Friends Book Sale move-in @ Fairgrounds
LIBRARY OPERATIONS (HEADQUARTERS) – Candace McDaniel reported that about 100 people attended the Downtown Library Open House on December 11 and Chris Larwig made a very nice slideshow of the event. Candace also handed out passes for Opening Night. The Downtown Library will host two bands, Visions and Studio B.
CONSTRUCTION MANAGEMENT – Todd Olberding reported that potential architects are touring Southern Oaks Library in anticipation of architect selection for the project. Letters of intent from the architects are due January 7.
Todd reported that he, Patrick Williams, and Ric Rea would be meeting with the City of Oklahoma City to discuss plans and proposals for replacement of the doors at the Downtown Library with revolving doors. He estimates that the project will be completed in spring or summer 2009.
Heidi Port, Volunteer Coordinator, presented the 2009 staff volunteer proposal. She listed statistics for staff participation last year: 98 staff members assisted at the Booksale, 145 participated in the Heartwalk, 101 donated goods for the food drive, and 141 donated to United Way. Heidi suggested that the System continue those volunteer opportunities and add the American Heart Association Start! program beginning January 1, 2009. The Ad Team approved the proposal.
MEETING CALENDAR
Donna Morris reported that there would be a community meeting with the architects for the Northwest Library on December 2 at 6 p.m., location TBD.
LIBRARY OPERATIONS (HEADQUARTERS) – Candace McDaniel reported that there is a new ice machine in the Downtown Library third floor staff lounge.
CONSTRUCTION MANAGEMENT – Todd Olberding reported that the City of Oklahoma City is conducting a review of public services for Northeast Oklahoma City. There will be a public meeting October 30 at 6 p.m. at the MetroTech Springlake Campus. Todd and Donna Morris will attend.
ADMINISTRATION/COMMISSION – Donna reported that there would be a meeting of the Library Retirement Pension Board on October 23 at the Downtown Library. The Ad Team’s executive director evaluation forms are due to Elizabeth Kessler in Human Resources by October 31. The family talk section will be on the November Metropolitan Library Commission agenda. Maria Watkins is back from maternity leave and we are very happy to have her. Donna invited the Ad Team members to attend the Leadership OKC Alumni Luncheon on October 29 at the Downtown Library.
Donna Morris requested suggestions for a master of ceremonies for the Staff Recognition Dinner November 15. Ad Team members suggested Kelley Riha, Lloyd Lovely and Kim Terry, or Donna.
Spoticus will receive his five-year pin at the dinner.
Donna reported that she sent the Ad Team the executive summary of the salary study from James and Associates and asked for comments and discussion. She would like to send the executive summary to staff in November and include it in the November Director’s report to the Commission. She, the deputy executive directors, and the Director of Human Resources met with Susan James to review the results and met again later as a group to discuss their disappointment with the study. The group felt that many of the comparables in the benchmarked positions were not equal matches and, in many cases, there were not enough comparable matches to make valid recommendations. Therefore, it is believed the survey is not valid and salary recommendations and adjustments cannot be made without further review and study.
The Ad Team discussed the issue. Jim Welch gave an example of how the results for the IT technician matches were not valid due to differences in educational requirements and exempt positions. Todd Olberding suggested that a complete summary of why the study was believed to be less than accurate be provided to staff. Donna reported that because the study results cannot be used, money would be requested in next year’s budget for a complete classification and compensation study. One of the recommendations by James and Associates was a revision to all out of date job descriptions. The Ad Team agrees with this recommendation and has already begun the process of revising various job descriptions.
