Ad-Team Minutes - February 18, 2015

Agenda Items

1. New Ad Team Approach and Format (Rogers)

   • Tim discussed a new purpose statement for the Ad Team, reading, “To discuss and make decisions on issues having system wide impact or effecting multiple departments.” Team members reviewed the statement and agreed that it mirrored their expectations of the group.

   • Ad Team members will continue to submit their agenda items to Jasmine prior to the biweekly meeting. Reports will be given towards the end of the meeting, allocating two minutes for each report.

2. Grant Opportunity for Capitol Hill Library (Rogers)

   • The Inasmuch Foundation has expressed an interest in funding a project at the Capitol Hill library, wanting to be a part of the area’s redevelopment. The foundation could award up to $500,000. An outdoor program space is one of the ideas that will be taken to the foundation in a meeting on February 25th. The proposed space is roughly 1,500-2,500 sq ft. Jana Hausburg gave an overview of the proposed area. The outdoor space in mind will be overseen by staff, meaning it would not be open to the public at all times. Staffing of the proposed outdoor space was mentioned. Jana discussed with the group that a staff member/aide would be assigned to the space every hour it is open. Additional staff would be provided in the event of group programs. Teen volunteers can also be utilized to staff the area. Curtiss Ray informed the group that given the nature and size of the area, maintenance has the potential to be high. It was suggested that part of the grant be used as a stipend towards maintenance costs. Pending suitable weather conditions, Jana confirmed that the outdoor space would be utilized quite frequently. The idea to expand outdoor spaces to other libraries within the system was also mentioned, including Southern Oaks, Del City, Belle Isle, Bethany, and Ralph Ellison. The Ad Team noted that this project would be a long-term commitment, spanning at least five years. If this project is approved and funded, construction would need to start in September 2016 and be finished in time for Summer Reading, opening at the end of May 2017.

   • The Ad Team put together a few other options of what they think the grant would be suitable for. They were:

     1. Funding for an “interactive art” station.A space for this is currently shown on the plans but not funded

     2. Bibliotech concept; not a traditional library setting, but still houses resources

     3. Converting two of the four study rooms into maker space areas in Capitol Hill library

     4. Creating some type of multipurpose space (sliding doors that can convert two smaller rooms into one large area)

     5. Furniture for the Teen Area was briefly discussed. It was determined that this would not be in keeping with the grant requirements.

3. Review of Recycling Activities (Rogers)

   • What do we do (system-wide) in regards to recycling paper?

     1. Libraries are currently handling their own recycling on a personal volunteer bases.

   • One suggestion was to have a contract with a waste management company

   • As part of the LEED Certification at NW, a recycling program that properly discards paper, cardboard, glass, plastic, and metal is required. There is currently no formal recycling program being implemented.

   • Republic Services, a trash-hauling organization that has a contract with the OKC, is a possible option for 13 of our locations. Because it is an 8-yard single stream trash receptacle (everything goes into one container and then Republic Services sorts through it), there would be a fee. Bethany, Choctaw, Harrah, Jones, Luther, Village, and Warr Acres would have to check with their respective cities/towns on trash pickup.

   • Lloyd will conduct a cost analysis on a system-wide implementation

4. Reports

   • Karen (for LaVetta, OUT): January’s School Library Journal published an article titled “Y is for Yoga” that features an interview from Kristin Williamson

   • Lloyd, BUS: Hemingway Café has closed its doors. Café Kacao will open in its place in a few weeks. Paycom is functioning; being able to enter time off should be fixed by the end of this week (Friday, 2/20).

   • Sarah (for Diane Sarantakos), DVS: The annual Friends of the Library book sale will be held Friday, February 20^th and Saturday, February 21^st. Seven trucks helped move 751,000 books into the Oklahoma Expo building.

   • Todd, CON: Full Construction reports will no longer be given in Ad Team meetings, but can still be found on the Intranet on a biweekly basis.