Ad-Team Meeting Minutes for January 9, 2013
Date: January 9, 2013
Present: Kim Terry - Chair, Patrick Williams, Karen Marriott, Donna Morris, Jim Welch, Diane Sarantakos, Anne Fischer, Candace McDaniel, Lori Piccolo, Kay Bauman, Todd Olberding, Dana Morrow
Guest: Heidi Port - Volunteer Coordinator
Absent: Lloyd Lovely, Denyvetta Davis
NEW ITEMS:
None
CALENDAR REVIEWS:
January & February
REPORTS
Information Technology – The IT department has prepared and printed W2s and given them to the Business Office.
IT is also working on configuration of routers and switches that will replace equipment that is no longer supported by Cisco.
Jimmy has been working on software that will assist with the layout of shelving at the Almonte Library.
Self Pick-up of reserves begins at Warr Acres and Capitol Hill on January 7th and Choctaw on January 14th.
The RFI for a new ILS system was sent to vendors on January 3rd. The vendors have until January 18th to ask any questions and they are due to be returned to MLS by February 8th. The RFI will then allow IT to prepare and issue RFPs.
New library cards were received this week. They will not be sent out until current stock is gone. IT informed staff to charge customers one dollar to switch cards.
Development – Diane announced the Endowment Trust annual fund amount has increased $9000 from last year’s total.
MLS has recently learned that Mrs. Laverne Taylor a longtime Belle Isle Library supporter and donor passed away February of 2012. Mrs. Taylor left a donation of approximately 1.4 million dollars to the Library Endowment Trust which is the largest gift the library system has ever received.
The Endowment Trust also received a donation for $28,000.00 to benefit the Village Library.
The Chickasaw Nation is donating $50,000 to the Literary Voices and becoming a presenting sponsor. They are currently the largest sponsors for Literary Voices.
Facilities Maintenance – Maintenance is working on replacing the boiler at the Del City and Ralph Ellison Libraries.
The Maintenance Department will begin transporting books February 17th for the book sale.
Human Resources – Lori stated the payroll for this week will reflect the Market Adjustment.
MAC – Kim has signed a contract with 24/7 Signs to create a design that will look like the MLS library card. The removable design will cover a MLS delivery truck for advertisement.
The Marketing Department has submitted projects for the 47th Annual ADDY Awards, 4 projects from Chris Larwig and 3 from Rick George. The eMedia commercial was one of the 7 submissions.
Marketing is working on Summer Reading materials with the “Dig It” theme.
Materials & Outreach – Karen announced there are over 11,000 items ready to be delivered to Almonte Library. They are working on processing materials at this time.
Karen is working on the budget for Materials & Outreach at this time.
Outreach – Dana stated that Lisa Wood, Siobhan Morava and Mary Sholly have split up a list of over 300 past sponsors and are contacting them to become sponsors again for Summer Reading.
Outreach is working on Black History Month programs and planning for other events to come.
Library Operations & Planning – Kay and Jon Rollman are working on the final report and evaluation for the Strategic Plan. Kay is also working on a presentation for the next Commission Meeting.
Library Operations – Out of the Office
Library Operations (Headquarters) – Candace is working on changes with safety training requirements. She reported that there will soon be mandatory safety training for each quarter.
Construction Management – Todd stated that Capitol Hill is in the process of hiring an architect.
The automatic door at Almonte Library is complete. Todd stated everything should be complete before move in date.
Jones is in their design phase and will have their first design meeting next week.
The Construction Department continues to search for possible library locations in Del City.
Finance & Support – Out of the Office
Administration / Commission – Donna reported contracts are being drafted with Studio to design signage for Northwest Library and Midwest City Library.
Donna stated the family of former Mayor Patience Latting recently visited and was very pleased with the Northwest Library.
Meeting adjourned @ 10:25
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