Ad-Team Meeting Minutes for July 19, 2006

Meeting Date: July 19, 2006

Present: Jim Welch, Chair, Denyvetta Davis, Karen Marriott, Ric Rea, Patrick Williams, Todd Olberding, Kim Terry, Lloyd Lovely, Kay Bauman, Ernestine Clark, Candace McDaniel, Anne Fischer

Excused: Todd Olberding, Donna Morris

CURRENT ITEMS

Code Adam. Ric handed out copies of procedures and a checklist regarding Code Adam. Ric will be visiting with the offices on the 2nd and 3rd floors Downtown to give them instruction on what needs to be done in the event there is a Code Adam. Code Adam is the alert that is issued when a child is reported missing in a public building. Code Adam will first be used at the Downtown Library and then eventually system-wide.

REVIEW OF ASSIGNMENTS

Café Committee – The Café Committee will be sending out another Request for Bids on August 1. The committee is hopeful once the parking garage is complete, there will be more foot traffic and the café will be of more interest and visibility.

REPORTS

FINANCE & SUPPORT – Lloyd stated the auditors will be here on Monday, July 24, to begin the fiscal year audit for 2005-2006.

INFORMATION TECHNOLOGY – Anne stated work is continuing on scheduling of public computers. IT is working on ironing out a few issues with the scheduling.

LIBRARY COMMISSION – Donna stated Candace McDaniel and Kay Samaripa will be introduced at the next commission meeting.

Donna has not received any information from the Mayor’s on their commission reappointments.

FACILITIES MAINTENANCE – Patrick reported maintenance has been chaing fuses on the air conditioning units at the libraries.

Maintenance has begun the flooring work at Nicome Park.

The Fire Alarms and extinguishers at Ralph Ellison, Edmond, and Southern Oaks have had their annual inspections. Patrick is continuing to schedule the other facilities for their inspections. He will be contacting management to schedule.

HUMAN RESOURCES – Lloyd reported in Ric’s absence. He stated “Red Match” the online application process has begun. The program makes the application process paperless and will cut down on the amount of time Human Resources spends on application entry and research.

MARKETING AND COMMUNCATIONS – Kim stated the Graphic Designer position will close on Friday.

Beginning July 29, Kim will be on vacation for a week. Ernestine volunteered to chair the next Ad Team meeting in Kim’s absence.

MATERIALS & OUTREACH – Karen stated the bindery books have been received. They will be looking for another bindery and will be sending a “test” batch, if there is any one who needs something bound.

OUTREACH – Dana reported summer reading stats are soaring. There were already 13,666 signups as of this morning.

The neighborhood arts programs are doing great this year.

If there are employees who would like to attend Library Night at the ballpark, Dana stated they should email Kristin Smith in Outreach for vouchers to the game.

LIBRARY OPERATIONS & PLANNING – Kay reported the P&P committee will be meeting to review several policies.

Kay will be on vacation beginning July 29.

LIBRARY OPERATIONS – Denyvetta stated Barbara Beasley will be establishing an organizational plan for Ralph Ellison and will submit to Denyvetta on August 1.

Denyvetta attended the reception at Bethany for Barbara and Katrina.

Lucy is at Nicoma Park filling in for Mary Mahan during her absence.

LIBRARY OPERATIONS (HEADQUARTERS) – Candace reported she has been busy working on the café project. She is doing research and contacting various other libraries who have established a café or coffee shop in their facilities for more information.

Candace is also in the process of updating the emergency operations procedures.

Meeting adjourned at 10:30 a.m.