Ad-Team Meeting Minutes for November 5, 2008

Date: November 5, 2008

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

Excused: Denyvetta Davis

NEW BUSINESS

Heidi Port, Volunteer Coordinator, presented the 2009 staff volunteer proposal. She listed statistics for staff participation last year: 98 staff members assisted at the Booksale, 145 participated in the Heartwalk, 101 donated goods for the food drive, and 141 donated to United Way. Heidi suggested that the System continue those volunteer opportunities and add the American Heart Association Start! program beginning January 1, 2009. The Ad Team approved the proposal.

MEETING CALENDAR

Donna Morris reported that there would be a community meeting with the architects for the Northwest Library on December 2 at 6 p.m., location TBD.

REPORTS

LIBRARY OPERATIONS (HEADQUARTERS) – Candace McDaniel reported that four libraries have agreed to have displays in the atrium during the Open House at the Downtown Library on December 11. Invitations will go out the week of November 17.

CONSTRUCTION MANAGEMENT – Todd Olberding reported that he and Donna went to the Northeast Oklahoma City planning meeting on October 30. Three citizens and a developer attended. Donna and Todd suggested that if the community is interested in a library in that area, a library in conjunction with the park proposed by the Parks Department in the 2007 bond issue would be a good idea. They hope to include language in the Northeast Oklahoma City Plan suggesting a library for the area for the 2014 bond issue. Donna reported that they also learned that the City has finished the Southeast Oklahoma City Plan and there is no mention of library services in it.

Todd hopes to issue the final letter of agreement for interviewing architects for the Southern Oaks renovation to the City of Oklahoma City by November 14.

ADMINISTRATION/COMMISSION –Donna reported that the City of Oklahoma City is considering a new TIF district for the area around the new Devon building. Devon would like to give the money back to the community for improvements and this may mean additional funding for the Library System.

Donna also reported that the Oklahoma Library Association has hired a new lobbyist. Vicki White Rankin has served on the board of the Pioneer Library System and lobbies for education causes. OLA hopes that she will be able to create coalitions with like groups.

FINANCE & SUPPORT – Lloyd Lovely reported that he has been attending the retirement information meetings that Mark Thompson of Mass Mutual is presenting. There is good turnout and Mark has encouraging things to say.

IT – Anne Fischer reported that the non-stop computer upgrade consultant would be working in IT for the week.

DEVELOPMENT – Ernestine Clark reported that the Literary Voices planning committee has been gathering sponsorships for the dinner.

MAINTENANCE – Patrick Williams reported that Maintenance would have a new Maintenance Technician, Karl Blankenship, starting November 17. Patrick has also been working on boiler inspections at five MLS facilities.

HUMAN RESOURCES – Ric Rea reported that there are currently six openings in the System, with two more expected in the next couple of days.

MARKETING AND COMMUNICATIONS – Kim Terry reported that MAC would order holiday cards the week of November 3. MAC is also purchasing new reusable library bags to sell in the libraries. They will be biodegradable and sustainable green-colored bags with a globe incorporated into the MLS logo.

MATERIALS SELECTION & OUTREACH – Karen Marriott reported that the garage at Capitol Hill is continually full and staff can only clear enough space each day to make room for the next day’s deliveries. Karen has been working with Jim Welch on the new ILL interface and enhancements to VCirc. They hope to do a demonstration for library managers in November. Melissa Weathers starts November 10 as Materials Selector, replacing the position Julie Ballou vacated when she became manager of the Downtown Library.

LIBRARY OPERATIONS & PLANNING – Kay Bauman reported that the Leadership Class II graduation ceremony would take place November 5 at 11 a.m. Kay has been working on the Northwest Library and Ralph Ellison Library shelving and floor plans. She and other members of the Ad Team will meet with Right Management on November 7.

Meeting adjourned at 10:05 a.m.