Ad-Team Meeting Minutes - January 7th, 2015
Present: Tim Rogers, Todd Olberding, Kim Terry, Anne Fischer - Chair, Diane Sarantakos, Kelley Hoffman, Kay Bauman, LaVetta Dent, Lloyd Lovely, Karen Marriott
Absent: Denyvetta Davis, Candace McDaniel
New Items
The AD-Team welcomed new Executive Director - Tim Rogers to his first AD-Team Meeting.
Reports
Administration / Commission
Tim stated during his first week as Executive Director, he is planning on meeting with each AD-Team member in his or her office. He plans to meet with Executive Committee members as well as Library Managers before this month’s Commission meeting (January 15th). He will meet with Commission members at a later date. Tim asked AD-Team to give him a list of people who they feel he needs to know and meet. He stated he will discuss this further during their individual meetings.
Tim has a few cultivation events to attend over the next few months.
Finance & Support
Lloyd handed out the MLS Budget Planning Schedule for the 2015-2016 fiscal year, which listed approximate dates and deadlines for each phase of the budget process. Budget fields opened on January 8th and the Commission will meet to approve the final budget on August 27th. Lloyd stated he would discuss the planning schedule more in-depth at next AD-Team meeting (January 21st), in case there are any changes that need to be made.
Information Technology
Anne is currently working on software updates. IT is preparing for time clock installations / locations. The new time clocks will need cleaning every week by using only Q-tips and alcohol, no rubbing the scanner.
IT is also updating camera software and installing cameras at many MLS locations. New cameras were installed in the Downtown Library last week.
Development
Diane announced the Annual Fund Campaign has changed from a short term appeal to a year-round appeal. Meaning an appeal will be sent out throughout the year to all of Oklahoma County. The last appeal sent out brought in $13,443 so far, which featured trustee Steve Payne. The 2015 Annual Fund Campaign is tracking ahead of last year’s total of $22,505.
Literary Voices Campaign isn’t tracking well at this time. The sponsorship is behind almost $20,000. They plan to drop the general invite the end of January.
The Development Department is gearing up for Summer Reading. Diane announced foundations & corporations secured $42,500 for the purchase of books for our Summer Reading program. Development is waiting on two funding sources at this time.
Human Resources
Kelley stated there are currently four open management positions and four closed circulation positions. Language for MLS manager positions was updated on employment sites. Kelley stated this had to be done due to unqualified candidate entries. HUM is conducting interviews for managers at Almonte and the Village Library. Recommendations will be sent to Denyvetta once she returns from vacation.
The Biggest Loser – 12 week challenge begins January 12th and six teams have been formed as of January 6th.
Elizabeth will be on vacation the week of Jan. 19th.
MAC
Kim reported it is time for the Annual ADDY Awards. Marketing will soon begin submitting projects, which are due by next week. Marketing won 7 out of 11 ADDY Awards last year.
Kim has signed contracts to advertise our library system at Penn Square Mall. Starting this month, if you go to Penn Square Mall, you will see large stickers on each food court table promoting our e-Media services. A special URL has been made to track each login. Marketing plans to advertise now until April 2015 at Penn Square Mall. Kim is working on a contract to advertise at Will Rogers Airport at this time.
Materials & Outreach
Karen is working through TLC issues.
Outreach
LaVetta reported the Hometown Team programming is moving right along with the exhibits at Ralph Ellison Library.
The Spring Fling schedule is complete. It will begin March 15th through March 20th at different library locations.
The Black History schedule is complete.
Children of the Civil Rights will premiere in Oklahoma City on Saturday, March 7th. Library patrons will have the opportunity to view the documentary for free at the Northwest Library on April 9th, and at the Downtown and Midwest City Library, dates & times are yet to be determined.
LaVetta is currently working on the Neighborhood Arts schedule.
Library Operations – Absent
Library Operations & Planning
MLS staff will begin clocking in on the new system on February 2nd. Training for the new system is February 1st.
Kay wants the rest of the AD-Team to keep in mind the many calendars being used within our system and to come to an agreement on narrowing them down. They agreed to discuss this matter at a later date.
Kay stated Ralph Ellison Library will need to close from 9:00 – 4:00pm on March 3rd to set up for the Hometown Team exhibit. There will be more details to come.
The Midwest City Library will receive new carpet this spring. Kay read Kudos to library staff members – Joshua Jordan (DC) and Susan Monroe (MC) for going above and beyond for library customers.
Library Operations (Headquarters) – Absent
Kay reported in Candace’s absence: Opening night went well and there were 1,470 total people in attendance.
Construction Management
Meeting adjourned: 10:50 a.m.
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