Ad-Team Meeting Minutes - September 4, 2013

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

Absent: None

New Items:
No New Items

Calendar Review:

September & October

REPORTS

MAC – Kim announced Nancy Lytle’s last day was Friday, August 30th. Kim stated she will take up Nancy’s work for a while and the MAC Departments is busy during this time.
Kim sent an email this week to programmers, their managers and others who submit events/programs for the MLS calendar stating deadlines must be met and there are new expectations for all calendar entries.

Materials & Outreach – No New Reports

Outreach – Dana reported the “Wiggle Out Loud” Labor Day event was a huge success with more than 30 sponsors. There were over 2,000 families’ present. Mayor Mick Cornett was amongst the crowd and complimented the Metropolitan Library System, stating we have the best magazine (MLS Info Mag.) in the state. Dana passed around photos to the Ad Team taken from the event. One of the photos showed a close up shot of Mayor Cornett reading the Info Magazine – September 2013 issue.
The Outreach Department is preparing for the SeptemberFest, Saturday, September 7th at the Governors’ Mansion.

Library Operations & Planning – Kay offered a SPinute (Strategic Plan minute) and reminded us that one of the Strategic Plan goals is to satisfy curiosity and encourage lifelong learning, which is not limited to formal settings such as the classroom. The highlights of what Kay shared are on the Intranet: http://my.metrolibrary.info/drupal/news/live-video-chat-lifelong-learning

Library Operations – No New Report

Library Operations (Headquarters) – Candace is working on Staff Recognition projects. The Staff Recognition Committee will meet on Wednesday, September 25th at the Northwest Library to assemble memory books for honorees. Candace emailed a list of the 2013 honorees to the Ad Team. In today’s meeting she asked the Ad Team to submit kind words about an honoree to be placed in their personal MLS memory book.

The United Way packets will be delivered in about two weeks with a special gift.

Candace announced, on Friday, September 13th the Staff Association will have their annual meeting in the Downtown Library atrium later in the evening; they are expecting a large crowd.

Todd reported on construction projects. For a full listing of those updates please visit: http://my.metrolibrary.info/drupal/construction/construction-updates-september-4-2013

Administration / Commission - Donna reported the Oklahoma Library Association, Legislative Committee and GODORT are presenting a workshop called ‘The Two Way: creating conversations that strengthen and grow communities’, the workshop will be held at the Southwest Oklahoma City Library, Tuesday, October 15th from 9-3pm. The keynote and panel facilitator is Craig Gerhart, consultant, professor and former city manager. Afternoon panelists: Lynda Reynolds, Director Stillwater Public Library; Steve Eddy, City Manager of Moore; Eric Wenger, Director of Public Works Department Oklahoma City; John Dungan, Code for Tulsa. Donna Morris and Diane Sarantakos will be in attendance.

Donna also announced the Metropolitan Library System will be a co-sponsor along with Tulsa City County Library System and Pioneer Library System in a special fundraising event to benefit Moore Public School Libraries. Four children's authors and cartoonists are participating, including Jeff Kinney, author of Diary of a Wimpy Kid; Dav Pilkey, Stephan Pastis and Lincoln Peirce. The event will be held in Tulsa, Oklahoma on Friday, September 27th at the Tulsa Convention Center and in Norman at the Lloyd Noble Center on Saturday, September 28th. Tickets to this event are $10 each. Donna sent an email for more information.

Finance & Support / Facilities Maintenance – Lloyd announced the Maintenance Department has hired Roberto Soto as the new Assistant Manager of Facilities Maintenance. They are in the process of hiring a Manager. There are no new reports for the Finance & Support Department.

Information Technology – Anne announced the ILS RFPs were sent out last week.

The IT department is working on evaluation forms at this time.

Anne will be on vacation from September 10th through 16th.

Development – Diane reported "Summer at the Library” sponsorship is in full swing at this time. The Development Department has secured past sponsors, including Frontier City. Diane stated the more information she receives, she will announce to the Ad Team.

Human Resources – Lori announced the Wellness Water Challenge has begun and encourages everyone to participate.
The HUM Department is working on new requirements and policy changes to HIPPA. 

Meeting adjourned @ 10:00