Benefits Fair. Kelley Hoffman reported the MLS Benefits Fair will be Thursday, April 5 from 9 a.m. to 3 p.m. @ St. Luke’s Methodist Church. Information has been sent out to all full time MLS employees. Free vision and hearing screenings will be available as well as a free body composition assessment. There will also be several door prizes given away.
Friend’s grants. Donna reported the sub-committee met yesterday to review the Friend’s grants. All the grant’s submitted were approved with a few changes to some.
Assignments Review
Library Manager’s Retreat. Stacy Schrank reported on the Library Manager’s retreat. The retreat was held at the History Center and included managers from the Metropolitan, Pioneer, and Tulsa systems. The retreat was well received and a great success. Heid Port facilitated the True Colors Awareness Training for the three systems at the retreat. Stacy provided color charts of how each system is represented with the True Colors. Discussion followed.
Policies and Procedures review. Prior to the meeting Kay emailed draft policies and procedures for Ad Team to review. The draft policies were related to the the Library Collections policy and also the Stewardship of Financial Resources. Kay asked for any additional questions or comments. The next step will be to take the draft policies to committee and then to commission for approval.
Café Committee – Candace reported she has received an OK from the health department and is waiting on the building permit.
Service Center – Todd reported he is meeting daily with the selected architect to move forward.
REPORTS
FINANCE & SUPPORT – Lloyd reported the retirement meetings are taking place this week at various library locations and times.
DEVELOPMENT – Ernestine provided some statistical information from the recent booksale. She expressed her appreciation for all the help from volunteers and staff.
Staff Association Survey Results. Jean Johnson stated there were five topics in the survey and the staff was asked to rate the importance of each. The Ad Team received the compilation of the results from the survey. From the responses received pay and communication were the two most important. Jean stated the surveys were distributed through the staff association reps at each library. There were a total of 92 survey responses received. Jean stated she will need to schedule a meeting with Donna and provide a response from the Ad Team to the staff association regarding the survey results. Donna stated the Ad Team will further review the staff association survey and by-laws and she will meet with Jean Johnson within the next few weeks to provide a response and discuss further. Discussion followed.
Strategic Plan. Kay asked Ad Team for some thoughts and suggestions in coming up with a vision statement for the library system and the new strategic plan. A vision statement should provide direction or guidance. Discussion followed. Another step in the strategic plan is to establish some goals and objectives and service responses. Kay handed out a worksheet with several examples of goals and objective and another worksheet with examples of service responses. She also handed out a fill in the blank worksheet and asked each member to come up with a service response and goal for that response. She asked for the information to be sent to her by Friday, February 16. Kay will be compiling the information and will come back to the group for more input.
Oklahoma Folklore. Stu Williamson provided an online presentation of the Oklahoma Folklore collection. The Oklahoma Folklore collection was made possible with a grant from the Inasmuch Foundation. The site will be available through the online databases. At this time there are approximately 800 documents included in the collection. There are various categories within the collection to browse, similar to the Oklahoma Images collection. Discussion followed.
Legislative Issues. Donna handed out copies of some Legislative Bills which have recently been introduced. House Bill 2192, which relates to membership of the library commission. House Bill 1715 calls for prohibiting certain children from accessing the Internet at public libraries without adult supervision. Discussion followed.
Mid-Winter Conference. Denyvetta provided information on the recent ALA Mid-Winter conference she attended in Seattle. Denyvetta has been appointed to serve on the Black Caucus Executive Board for a two year term. She attended a retreat for the Board while in Seattle. Denyvetta provided information on the African American Book Awards. She also attended the Seattle Public Library abd brought some information brochures regarding policies and procedures for the Seattle Library. Discussion followed.
Café – There are signs displayed in the windows of the café announcing the opening coming soon. The café will be called 1st Edition Café and Espresso Bar.
Service Center – A Request for Qualifications (RFQ) for an architect will be sent out January 4. The goal is to be able to award the contract at the March Commission meeting.
REPORTS
LIBRARY OPERATIONS – Denyvetta has met with the staff who was involved with the recent rotations to and from Ralph Ellison. The consensus of the staff was that it was a good experience and each would be willing to do it again.
LIBRARY OPERATIONS (HEADQUARTERS) – Candace reported the entertainment at the Downtown Library on Opening Night was great. The Catering Company was active during the night and served coffee and hot cocoa with the proceeds donated to the Arts Council.
CONSTRUCTION MANAGEMENT – Todd reported the NW Library Project Agreement will be on the agenda for approval from the Commission at the January 18 meeting.
Staff Volunteer Proposal. Heidi Port handed out copies of the proposal of staff volunteer involvement for 2007. Last year there were 281 participants, which is about 70% of staff. The United Way campaign has beed added to the staff volunteer events and will coincide with the other events next year. Kim Terry will be the co-chair of the United Way campaign, which will kick off on September 24 and end at Focus in 2007. Heidi also handed out copies of the draft design for the Staff Volunteer tshirts for 2007. Ad Team approved the recommendations for the Staff Volunteer events for 2007.
Dress Code. Kim provided an updated version of the draft for the dress code. The policy has been reviewed by the Library managers. Kim reviewed the changes that have been made. Donna recommended the draft dress code be finalized and updated in the policies. The other Ad Team members in attendance agreed. Kim will make the final edits to the policy and will send out an email notifying all staff.
JCLC Conference Highlights. Denyvetta provided information on the Joint Conference of Librarians of Color she attended in Dallas. The opening reception was held at the Dallas Public Library. Denyvetta shared information on the services the Dallas library provides.
Online Application Process Demonstration. Roy Ballou provided a demonstration of the new online application process using Taleo software. The software has many search functions and capabilities. It allows for attachment of resumes and cover letters. Managers also have the capability of prescreening applicants using the software. Roy will be attending a future Manager’s meeting to demonstrate the many features of the new program. He will also be providing training to managers individually as needed.
REVIEW OF ASSIGNMENTS
Candace provided an update on the Cafe Committee. She has met with the Catering Company and they are interested in the space. The Journal record cited the Catering Company as being the largest catering company in Oklahoma.
Todd reported on the Service Center. An email has been sent out to establish a building committee. Todd will be sending out a request for qualifications and a request for proposals.
Dress Code. Kim handed out copies of the Draft dress code revised since the last meeting of the Ad Team. She reviewed the draft policy and stated she will be taking the dress code to the Manager’s meeting for feedback and input. She will then be bringing back their suggestions back to the Ad Team.
REVIEW OF CALENDAR
REVIEW OF ASSIGNMENTS
Kim requested the report date for Assignment #1 be extended. The graphic artist, Dave, will be starting on September 25 and he will be working on numerous projects.
Candace provided an update on the Cafe Committee. She stated there are currently three people who have expressed an interest in the café.
Todd reported on the Service Center. Work is currently underway to create a package for the architect selection process. Todd will be submitting the information to the Deputy Executive Directors for review in an upcoming meeting.
Dress Code. Kim handed out copies of the Draft revised dress code. Kim reviewed the policy, guidelines and definitions. Suggestions for changes were made. Discussion followed. Kim will update the draft and bring to Ad Team for further review.
A draft memo to all staff regarding the revised dress code was also reviewed. Once the dress code revision is approved, every staff member will receive a memo regarding and highlighting the changes.
REVIEW OF ASSIGNMENTS
No updates on assignments were made.
REPORTS
INFORMATION TECHNOLOGY – Jim stated wi-fi access will soon be available at each extension library.
