Ad-Team Meeting Minutes for October 24, 2007

Meeting Date: October 24, 2007

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

Guests: Heidi Port

New Items

1. Introduction - Ernestine introduced the new Friends Coordinator, Carol Gilbert.
2. 2008 Staff Volunteer Events & Schedule - Heidi Port handed out the proposed 2008 Staff Volunteer Events and Schedule. She reported the schedule is the same as the current year. Heidi highlighted the changes that were made in 2007. 59% of the staff participated in the Staff Volunteer opportunities. Ad Team approved the proposed 2008 Staff Volunteer Events. 
3. Completion of I9’ s Due to recent changes in the reporting requirement s for the DHS Federal I9 Form and the EVerify system, Ric handed out a proposal for changes to the initial employement process for new employees. It is being proposed that all new employees report to the Human Resources office on their first day of work. This will allow the Human Resources office to create their badge, administer the signing of the Loyalty Oath, supervise the completion of all paperwork, and run them through the EVerify system to ensure that they are authorized to work in the U.S. This proposed change wil make the process for employees that are not fulltime more consistent and timely, but will not change the current process for fulltime employees. Ad Team approved the proposed changes. 
4. Holiday card design- Kim passed around drafts of Holiday card designs. She asked Ad Team to select their favorites and decide on two of the designs for this years holiday cards.

REPORTS

DEVELOPMENT – Ernestine reported training has begun for the new Friends Coordinator. The Development Specialist will begin next week. Ernestine and Donna attended a luncheon last week honoring Sarah Hogan. 

FACILITIES MAINTENANCE – Patrick reported Randy will be back to work on Monday. The wall outside at Warr Acres has been rebuilt after a car knocked it down. Maintenance is working to come up with a new work order system.

HUMAN RESOURCES – Ric reported Right Management is here today and will be visiting the offices.

MARKETING AND COMMUNICATIONS – Kim reported she is working on the annual report. Marketing will be working on and creating a system wide brochure soon.

MATERIALS & OUTREACH – Karen reported the Materials Services Managers meeting was last week. Three members from the Leadership MLS class attended the meeting. Heidi Johnson attended the Friends Board Meeting and gave a presentation on Tech Processing.

OUTREACH – Dana reported Lisa Wood received a grant to make a portable Family Place system. She will be taking the system to Sunbeam Family Services and Family Expectations. Outreach will be planning for the 2008 Summer Reading program soon.

LIBRARY OPERATIONS – Denyvetta is in the process of interviewing for a Half Time Extension Specialist at Luther and Harrah. The Manager’s meeting is this afternoon at the Village. An Executive from Enterprise Rent a Car will be there to talk to the Library Managers.

LIBRARY OPERATIONS (HEADQUARTERS) – Candace reported the conference of tribal libraries met here at the Downtown Library on Monday and Tuesday. Candace is continuing to work on the Open House. If anyone has contacts for invitations, they need to get the names and addresses to Candace by November 15. Candace is working on the the entertainment and will be providing more informations as it becomes available. The Library will be a venue for Opening Night again this year. 

CONSTRUCTION MANAGEMENT – Todd thanked the staff who participated in the Community Meeting for the Northwest Library. Todd reported the money from the sale of the Downtown Library should be available in December. A portion of that will be earmarked for the Ralph Ellison project. The remaining funds will be applied to the restructure of the doors at the Downtown Library.

ADMINISTRATION/COMMISSION – Donna passed around a draft program for the staff recognition dinner. Lloyd has contacted Karen Bays to see if she would be interested in introducing honorees for the event. Friends will not be able to assist in introducing honorees this year. Donna reminded everyone to check on employees leave balances. Donna is expecting Jim Roth, Scott Duncan, and Shirley Pritchett to attend the November Commission meeting to receive their Resolution of Appreciation. Donna still needs to meet with two new commission members, Tracy McDaniel and Mukesh Patel.

FINANCE & SUPPORT – Lloyd reported the Pension Board voted to change the vesting schedule from five years to three years. The Pension Board will be meeting again sometime after Thanksgiving to look into replacing two money managers.

INFORMATION TECHNOLOGY – Anne reported the Tech Support group met yesterday. The first shipment of RFID tags has been received. Souther Oaks Library will be done first. 

Meeting adjourned at 10:45 a.m.