Ad-Team Meeting Minutes - March 5, 2014

Date: March 5, 2014

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

Absent:
N/A

New Items:

No New Items

REPORTS

Administration / Commission - The By-laws Committee meeting scheduled for Monday, March 3rd was cancelled due to inclement weather. The Administration Office is working on scheduling a new date for the meeting.

Donna emailed the carpet installation schedule with details on how this would affect staff working Downtown. Curtiss Ray – Maintenance Facilities Manager, will deliver portable shelves, boxes, and other materials needed prior to the carpet installation. Kim Terry stated a press release will be sent out today to notify the public on closing.

Donna reported a Public Services Committee meeting is scheduled for Wednesday, March 12th. The Public Services Committee will review suggested changes to the meeting room and fee schedule policies to prepare for new room reservation software

A number of people will attend the PLA Conference this month. Ad Team Members who are attending: Anne Fischer, Karen Marriott, Lloyd Lovely, and Denyvetta Davis. Donna asked for the Ad Team members attending to send her any notes they would like to include in the Director’s Report for Commission.

Finance & Support – No New Report

Information Technology – Anne reported the new emergency notification system saved 43 hours 29 minutes of staff time. On Monday morning (March 3rd), only five people weren’t able to be reached and two were not able to be reached Monday afternoon.  The calling system will try to reach staff members of up to eight times if the “phone call” option is their chosen method of contact.  Everyone in the system will receive an e-mail as a backup.

 The TLC kick-off call is scheduled for Tuesday March 11th.

Anne has received pricing for self checks from Biblioteca.

Anne also reported the first bit of information was sent to Evanced for the new calendar ”Sign-Up” and meeting room booking software “Spaces.”

Development – Diane has not received an official sales total from the Friends’ book sale. She was informed the total has decreased this year. Diane thanks all volunteers for their hard work and dedication to the event. She also encourages everyone to reply to their email and give honest feedback on their 2014 Friends Book Sale experience. You can submit your comments anonymously online.

The general invites for Literary Voices went out last Friday (Feb. 28th) and Diane has already received a hand full back in the mail yesterday (Mar. 4th).

The Chickasaw Nation’s will again sponsor Literary Voices with a sponsorship donation of $55,000.

Summer Reading prizes have been purchased. The Junior League of Oklahoma City’s donation of $5,000 was received and will go towards the Summer Reading Program.

Human Resources – The Human Resources Department have a tentative schedule set for the Executive Selection Committee (Bradbury & Associates) when they visit in April. The dates are set for April 28th and 29th. There are a total of 8 meetings that will take place during these two days at multiple library locations. The committee will meet with Ad Team members for an hour and 30 minutes on Monday, April 28th at 9:00 a.m in the Downtown Library. There is opportunity for staff members to attend a meeting, but with their supervisor’s approval. There is a maximum of 15 staff members per meeting and signup sheets will be issued soon.

MAC – Kim will pick up seven ADDY Awards the MLS Marketing Department won this year. Kim will write a more detailed passage on the awards won and give to Donna to put into the Director’s report for Commission.

Materials & Outreach – Karen stated the Kids eReading Room on our OverDrive site (http://emedia.metrolibrary.org/kids) is doing very well.

Karen is still working on meeting room policies. The Material & Outreach Department is working on ‘Summer Reading’ and preliminary FY 2014-2015 budget items.

Outreach – Dana passed around a few fliers of current and upcoming library events. Dana stated that Anita Roesler – Adult Services Coordinator, is working on the ‘Spring Weather’ event at this time.

Library Operations – Denyvetta reported Belle Isle Library has a new manager, David Lauurtsema will begin working at Belle Isle on Monday, March 17th.  David comes to us from the Chicago area and is ready to begin work.

Denyvetta is processing 24 travel expense requests for OLA. She stated a few of our MLS staff are presenters this year.

Library Operations & Planning – Kay stated Stacy is still working on the online training for the Summer Reading program.

Kay reported the PIE/Beta PIE Groups and Kellie Delaney are working on an interactive system that will allow library staff to plan, and monitor programs.  This system will follow the program process flowcharts created by PIE.  They will meet tomorrow (March 6th) to discuss more ideas.

The Warr Acres Library will close March 25th – 26th for Adult Fiction shelf installation.

Kay emailed updated Meeting Room Policy information to library managers on Monday (March 3rd) for their feedback. All managers replied except one. Kay read their feedback to the Ad Team. She stated there were many changes to the meeting room policy and now this policy will be the same for all libraries. Fees will increase slightly and there will be tiered fee structure. There will be more information to come. 

Library Operations (Headquarters) – Candace announced the chemical inventory for MSDS is complete.

Candace is assisting Kay with the meeting room policy and preparing for the Downtown Library carpet installation.

Todd reported on construction projects. For a full listing of those updates please visit: http://my.metrolibrary.info/drupal/construction/construction-updates-march-5-2014