Ad-Team Meeting Minutes - October 16, 2013

Date:  October 16, 2013

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

Absent: Donna Morris, Todd Olberding

New Items:

No New Items

REPORTS

Todd reported on construction projects.  For a full listing of those updates please visit:  http://my.metrolibrary.info/drupal/construction/construction-updates-october-16-2013

Administration / Commission – Out of the Office

Finance & Support – Lloyd announced there will be boiler inspections today at four libraries and the Maintenance Department will be accompanying them on the job.

In a month, concrete steps will be placed on the west side of the Downtown Library building. A key pad will also be attached to the west side fire emergency door, therefore, when the new downtown parking garage is complete / open, only library employees will be able to walk across the street to enter through that door. The City of Oklahoma City has promised MLS 150 parking spots once the new parking garage opens.

Lloyd reported Curtis Ray has been hired as the new Maintenance Manager and will begin work on Monday, November 4th. His previous job was at Astellas Pharmaceutical US, Inc in Norman, Oklahoma.

Lloyd is meeting with two new managers this week. He will meet with Todd Podzemny – Choctaw Library Manager today and Emily Canniff – Village Library Manager on Friday, October 18th.

The Surplus Sale is this Friday, October 18th at the old Maintenance center.

Information Technology – Anne is preparing for the ILS demos for next week. Vendors will be at the Downtown Library for 3 days. Polaris will begin on Tuesday, October 22nd, triple I (iii) is scheduled for Wednesday and TLC on Thursday. Anne is expecting a large number of MLS staff to attend. Demos will take place in the Downtown Library Auditorium.

Development – Diane asked for fellow Ad-Team Members to submit their wishlist items / ideas to her by Tuesday, October 22nd.  She thanked those who have already submitted.

Next week is National Friends of the Library week. Diane asked for Ad-Team members who were unable to sign the ‘Thank You’ poster during FOCUS to do so after the meeting today.

Diane announced the new Read Y’all poster should go out this week.

Human Resources – Lori announced the HUM Department has finished revising and reducing the MLS Compliance Manual. HUM is also working on a Worker’s Comp update which goes into effect February 2014.

MAC – Kim stated she recently received an email from the Public Relations Society of America regarding her attendance for their Public Relations Awards Ceremony banquet. Back in August the Marketing Department submitted three projects for their PRSA - Oklahoma Chapter Awards.
PRSA is a community of more than 21,000 public relations and communication professionals across the United States, from recent college graduates to the leaders of the world’s largest multinational firms. Their members represent nearly every practice area and professional and academic setting within the public relations field. In addition, there are more than 10,000 students who are members of the Public Relations Student Society of America (PRSSA) at colleges and universities in the United States and abroad. For more information visit their website @ http://www.prsa.org/.

The three submissions were the eMedia Extended Play Commercial, the ‘Share Your Story’ campaign – No Video, and three issues of the MLS Info Magazine. Unaware of whether the MLS Marketing Department will receive an award or not, Kim plans to attend the ceremony this Thursday, October 17th.

Materials & Outreach – Karen reported her department is preparing for the 3 day ILS demos and 2014 Summer Reading.

Outreach – Dana discussed the Home Visitation Conference she attended with Kelley Riha this week.

Dana also passed around the new Catching Fire Event flyer. The MLS ‘Catching Fire’ teen only event is based off of the ‘Hunger Games’ series. The flyer reads, “Before you see the movie, drop by your library for these terrific Catching Fire free events for teens only, lasting all month long!” The event kicks off November 12th, 4pm at the Belle Isle Library and takes place at different libraries throughout the month. Visit the internet for more information.

Dana also passed around the November – December Noon Tunes performance flyer. This month the music ranges from Irish World flute guitar to traditional bouzouki, banjo and fiddles.

Library Operations & Planning – Kay announced the Summer Reading group has met and she is writing the minutes at this time.

Kay reported Jon Rollman is preparing evaluation drafts for participates to fill out after the ILS demos to better understand their opinions. 

For today’s SPinute, Kay asked “How does FOCUS help MLS employees?” She answered FOCUS helps us all fulfill the Strategic Plan by improving our understanding of roles and resources in turn to help our communities. FOCUS also helps us learn and grow as individuals on the job and in our personal lives.

Kay sent a reminder email to managers this week requesting them to add / update their objectives from this year in order for her to prepare the ‘Review of the Year’ document for Commissioners. Kay read some submitted objectives from library managers from Northwest, Warr Acres and Almonte Library.  She stated there is no wrong way for managers to write an objective on what has been going on in their department / library. If you need help or ideas you may contact Kay Bauman.

Library Operations – Denyvetta stated due to the ILS demos this month the managers meeting reschedule to Wednesday, October 30th. They will partake in the River Boat Cruise and meet at the Bourbon Street Café located in downtown Oklahoma City. Everyone has paid their fee and is prepared for something new.

Denyvetta discussed topics from the Metro Transit Meeting she attended at the Ralph Ellison Library the week of October 14th. The Metro Transit proposed changes in routes and bus fare. Denyvetta stated the OKC Council approved the new streetcar and due to the approval, downtown streets that were repaired in Project 180 will have to be torn up once again for streetcar routes.

Library Operations (Headquarters) – Candace is counting the days until Staff Recognition. There are over 300 reservations for the dinner. Candace announced the reservation site is now disabled.

Part of the 4th quarter required safety training includes a short five-minute PowerPoint covering the new regulations for Hazard Communication. This training must be completed by all staff by December 1, 2013. The other part of the required 4th quarter safety training will cover Fire Safety and must be completed by the end of the quarter.

Candace is also working on Christmas events.

Meeting adjourned @ 9:55