Ad-Team Meeting Minutes - November 12, 2014

Present: Lloyd Lovely - Chair, Diane Sarantakos, LaVetta Dent, Donna Morris, Kelley Hoffman, Kay Bauman, Kim Terry, Candace McDaniel, Todd Olberding, Anne Fischer, Denyvetta Davis, Karen Marriott

Absent: N/A

New Items: No New Items

Reports

Administration / Commission – Donna reported the MLS Commission has appointed Mary Teresa Sosa to replace Tracy McGehee. Ms. Sosa resides in the Capitol Hill area and works for the City of Oklahoma City as a dispatcher in the Parks Department. She was approved unanimously by the Oklahoma City Council. All vacancies are now filled in the Commission.

Finance & Support – Lloyd reported the Business Office is working on Human Resources and financial software. The new HUM software should be implemented by April 2015.

Information Technology – The IT Department is continuing to work on Carl-X. IT performed a network upgrade two weeks ago.  They’re also working on updating phones at this time.

New phones will be sent to libraries soon and the old phone will no longer be supported after July 1, 2015. 

Downtown Security is updating their cameras at this time.

Development –Development sent out requests for Summer Reading to purchase books and incentives.

Literary Voices patron invites were sent out this week.

The Library Endowment Trust will soon review their long-term strategic plan.

Human Resources – Kelley reported there are seven open positions. The Assistant Manager position for Edmond Library has been filled by an internal employee, Angel Suhrstedt. There are 7 closed positions currently in the interview process.

Gift cards will be given to 72 employees who participated and completed the 2014 Wellness Challenge.

MAC – Kim reported the Marketing Dept. is working on surveys of other libraries to see who still work with print calendars and not electronic.

Kim will attend the Manager’s meeting next month to discuss project requests.

Marketing is updating Nicoma Park’s hour sign.

Kim has considered placing a 15 second commercial on NewsOK.com during their video clips. She stated with the ad would be seen byapproximately 25,000 people per month.

Materials & Outreach – The Materials and Outreach Department is working on minor issues since the system switch but everything is running smoothly.

Outreach – LaVetta announced Stephanie Valencia is the new Outreach Aide for Books-By-Mail. Stephanie came from the Almonte Library as a Public Computer Specialist. Outreach is delighted to have her join their team. Stephanie will also assist with the monthly newsletter.

LaVetta is now reviewing applicants for the Administrative Specialist position.

Library Operations – Denyvetta stated Library Operation is looking forward to hiring more Assistant Managers as Library Managers.

Denyvetta thanks LaVetta for her help at Almonte and the Village Library.

Library Operations & Planning – Kay is finding ways to better connect with our customers and inform them on the many things our library system offer. Kay gave ideas on how to go about this process on connecting with our customers. She stated Almonte Library staff member regularly update posters and other things for customers, which is a great way to connect to the community. Kay stated more articles and current events will be posted on www.metrolibrary.org for our customers.

The new library card application is almost complete.

Kay asked the AD-Team to update their employee’s contact information for the MLS Inclement weather automated emergency system.

Library Operations (Headquarters) – Candace announced December 11^th is the Downtown Open House.

Construction Management – View full report here