Ad-Team Meeting Minutes - July 24, 2013

Present: Lori Piccolo - Chair, Anne Fisher, Todd Olberding, Donna Morris, Kay Bauman, Dana Morrow, Lloyd Lovely, Kim Terry, Denyvetta Davis, Diane Sarantakos, Candace McDaniel

Present Guests: Teresa Matthews – ED Librarian, Tracy Stone – NW Librarian, Jerod Gerfen – MC Librarian, Tim Spindle – Virtual Librarian, Kellie Delaney

Absent: Karen Marriott       

New Items:

Kellie Delaney introduced Tim Spindle, the new Virtual Librarian. He previous worked as a Librarian for the Tulsa Library System for 6 years. The Ad Team and guest librarians all welcomed Tim to MLS.

Teresa Matthews-ED Librarian, Tracy Stone-NW Librarian, and Jerod Gerfen-MC Librarian discussed their experience at the 2013 ALA Conference.

CALENDAR REVIEW

The Ad Team reviewed July and August calendars. There are no additions at this time.

REPORTS

Development – The Library Endowment Trust is beginning their new fiscal year. Therefore, they will have new board members added.

Diane announced the Thunder Mascot ‘Rumble’ will be on the next “Read Y’all” posters sponsored by the Library Endowment Trust. Diane is working with the Thunder team to determine how the posters will be showcased.

Facilities Maintenance – No New Reports

Human Resources – The HUM Department will begin sending out safety training emails today.

MAC – Kim was a guest on Mayor Mick Cornett’s “Mayor’s Magazine Show”. They discussed a little on eBooks and other topics. The segment was mainly on Oklahoma authors and will air in August. To view the video now; you can visit the cityofokc’s YouTube channel and search “Mayor's Magazine - August 2013”.

This is a busy time of year for the Marketing department. The United Way & Staff Recognition projects are complete. Marketing is beginning to work on FOCUS and book sale artwork. ‘Exercise Your Mind’ is the theme for the 2014 MLS Book Sale. MAC is also working on project requests and Staff Recognition items.

Belle Isle Library’s 50th Anniversary is coming up in September. Kim Terry and Priscilla Doss are looking up a few designs for advertising this event that will consist of refreshments and a slideshow of Belle Isle history.

Kim reported that Nancy Lytle will be retiring the ending of August.

Materials & Outreach – Out of the Office

Outreach – Dana announced the Ballet Flamenco Espanol Folklorico Dance Company will join MLS in celebrating National Hispanic Heritage Month. The touring company will recognize five provinces of Spain and all 33 states of Mexico by dance, costumes, wooden shoes, castanets and swords. They will begin their MLS tour at the Northwest Library on Saturday, September 7th. They will visit six other MLS libraries ending the tour on September 29th at the Edmond Library. You can log onto our MLS homepage for more information.

Dana also passed around the Summer Reading Game – Week 7 sign-up and goal totals. She stated the overall totals are slightly down from last year.

Sign up Totals – Week 7

• Early Childhood – 4,081
• Children – 13,502
• Teens – 3,315

Grand Total = 20,898 sign-ups    Last Year (Wk 7) Total = 22,374

Goal One – Week 7

• Early Childhood – 2,129
• Children – 6,615
• Teens – 1,702

Goal Two – Week 7

• Early Childhood – 1,119
• Children – 3,487
• Teens – 1,007

Library Operations & Planning – Kay plans to continue her visits with MLS libraries to make sure everything is running smoothly.

Library Operations – Denyvetta attended the Maps Street Car Meeting and she stated there were four concepts for possible routes, but no decision on an actual route yet. Two possible routes included Hudson and the other two routes did not. She stated there were mixed views from attendees. Some were for it and some were against it. The people who were against it suggested there be more bus routes instead.

Denyvetta stated at the manager’s meeting Melody Kellogg - Manager of the Edmond Library, proposed an exercise showing staff that managers are not the only people that can handle issues; other employees can handle certain situations themselves. The exercise consisted of “What Do You Do?” cards placed on the center of the table. Each card listed a particular library issue / question. Whoever grabbed the card read it aloud and stated whether they would tell their manager; handle the situation themselves, etc. Denyvetta stated that we’ve all had safety training and should know what to do in particular situations. She stated employees can feel empowered by handling issues themselves, while some problems should be solved by a manager.

The Northwest Library received kudos from a customer on their outstanding customer service. Buddy Johnson – Oklahoma Collection Coordinator also received kudos from a customer for helping a customer with research on Robert Bishop and his heirs.

Denyvetta passed around the Almonte Newsletter for fellow Ad Team Members to read.

Library Operations (Headquarters) – Candace stated that she is working on the same projects for United Way, Staff Recognition, and the Annual Open House scheduled for Sunday, December 8th.

Todd reported on construction projects. For a full listing of those updates please visit: http://my.metrolibrary.info/drupal/construction/construction-updates-july-24-2013

Administration / Commission – Donna reported that all of the Oklahoma City Library Commissioners have been reappointed by the Mayor.

The Edge Assessment is now complete. Edge is a management and leadership tool from the Gates Foundation. It provides a snapshot of the library's current public technology services along with steps to make improvements and better serve communities. The Edge Initiative is a voluntary, assessment program that helps libraries connect their services to community priorities. There are seven state library agencies completing a soft launch: California, Connecticut, Illinois, North Carolina, Oklahoma, Pennsylvania, and Texas. There will be a nationwide launch next year. Visit http://www.libraryedge.org for more information.

Finance & Support – Lloyd announced the auditors will return on Monday, August 26th.

Information Technology – Anne stated Freegal is ready to be showcased. To log onto Freegal you will need to use your library card number and the first (4) letters of your last name serve as your pin. You are allowed to download 3 songs per week. You can download music on your cell phone through the Freegal app or on your personal computer.

The IT Department is working on the ILS RFP at this time. Anne stated the items / computer equipment that was approved for purchase at the June Commission Meeting has been delivered and IT is arranging to have it installed soon. Anne informed the Ad Team there is a 900 pound rack in the dock area that cannot be moved due to size, a Hewlett Packard worker will come out to unpack it.

Anne stated the IT Department is also working on software for MLS Staff to acquire their own username and password. This may take a little while but it is the process.

Meeting adjourned @ 11:05