Ad-Team Meeting Minutes for August 15, 2007

Meeting Date: August 15, 2007

Present: Kim Terry, Chair,  Denyvetta Davis,  Donna Morris, Todd Olberding,  Candace McDaniel, Dana Morrow, Lloyd Lovely, Karen Marriott, Ric Rea, Kay Bauman, Jim Welch, Anne Fischer

Excused: Ernestine Clark, Patrick Williams, Kelley Hoffman

Leadership MLS: Julie Ballou, John Utley, Kristin Williamson, Emily Williams, Heidi Port, Stacy Schrank, EDC, Kellie Bradford, Sam Weehunt

NEW ITEMS

1. Statehood Day – November 16 ~ Donna stated November 16 has been declared Oklahoma Statehood Day. At this time, it does not appear that any of the local school districts are going to be out for the day.

REPORTS

Library Operations (Headquarters) – Candace reported the required safety training for Bloodborne Pathogens will begin the week of August 22. The training will take place at various library locations and will satisfy the quarterly training requirements. The Oklahoma City Chamber of Commerce will be having a press conference at the Downtown Library on August 22 regarding the school bond issue. Joshua Gerner, the new Conference Services Technician, has begun. The Café is open. Advertising is expected to begin within the next week.

Construction Management – Todd reported he met with the City this morning and they are close to having a formal offer on the land purchase for the Northwest Library.

Administration/Commission – Donna stated Beth Toland has been appointed as the new commission member for Warr Acres. Donna has been notified that Del City is in the process of interviewing prospective candidates to serve as the representative for Del City. The August 23 Commission meeting may be canceled. The County’s final numbers on the property assessed values will not be available until after August 24 th and this will delay the approval of the Library’s final budget until after the August Commission meeting.

Library Operations (Headquarters) – Candace reported the café will be opening soon. She thanked Patrick and his staff for their help with the café and getting it ready to open.

Construction Management – Todd is continuing to work and meet with Ralph Ellison Architect Allen Brown. Todd reported Jim Hasenbeck of Studio Architects will be making a presentation at the Commission meeting tomorrow regarding the design of the Service Center. Todd attended a conference yesterday for the 2007 bond package. The bond election will go to the public for a vote on December 11.

Administration/Commission – Donna passed around the current list of periodicals which are currently received by Administration. She asked Ad Team to review the list and check off the periodicals they need. Donna announced Commission appointments. Judy Smith has been reappointed to serve her first 3 year term as representative for the Village. Alyne Strube has been appointed to serve as the representative for Choctaw. Glenda Choate has been appointed as the Jones representative. Margaret Graham has been appointed as the Luther representative. The Finance committee met and approved the budget for the Service Center. Their recommendations will go to the Commission tomorrow for approval.

Finance and Support – Lloyd reported the Finance Committee is looking to meet the week of September 6, to approve the Final Budget. Lloyd accepted a $3500 donation from the CT Library Guild to purchase materials for the Choctaw Library. The audit is continuing and should be completed soon.

Information Technology – Anne stated she has been working with the vendors on the new system reserves and overdue notices. Stacy Schrank will be at the Manager’s meeting this afternoon to discuss the new system reserve process. 

Development – In Ernestine’s absence, Heidi reported the volunteer recognition party was last week. There were 289 summer reading volunteers this year.

Marketing and Communications Kim reported Rick George is the new graphic designer in Marketing. The process remains the same and any requests need to go through Kim. 

Materials & Outreach – Karen reported Karen Davis the new tech in ILL has begun working part time in the department.

Outreach – Dana shared pictures of Phil Tolbert and the Hispanic Expo. Dana shared kudos from children regarding the Summer Reading program at the Bethany Library. Library Night at the ballpark had a good turnout. Dana received a lot of positive feedback about this year’s event.

Library Operations & Planning – Kay reported XChange will be on Monday. The agenda for the day will include brainstorming sessions for the Strategic Plan. The unusual incident form is currently being revised. Kay will be talking with the Library Managers for their input.

Library Operations – Denyvetta stated the Manager’s meeting is this afternoon at Warr Acres. Denyvetta, Stacey Schrank, Heidi Port, Julie Ballou, Kay Bauman, and Kelley Hoffman recently attended the Stephen Covey workshop entitled “The Speed of Trust” at OCU. Denyvetta handed out an informational document from the workshop.

Meeting adjourned at 10:25 a.m.