Ad-Team Meeting Minutes - September 18, 2013

Date:  September 18, 2013

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

Absent: Diane Sarantakos

New Items

No New Items

Reports

Materials & Outreach – Karen revealed the new Playaway View and its display to the Ad Team. A Play-A-Way View is a preloaded multiple video player available exclusively to libraries. A View weighs only 5.4 ounces and is comparable in size to a GPS navigation device and will hold multiple hours of video content. The first batch of Play-A-Way Views is currently in cataloging; therefore they will make it to shelves within the next week. Karen will be present at the manager’s meeting today to show and discuss the new Play-A-Way device.

Freegal Music Download is going well and a few Ad Team Members are using the free music downloading service with ease. Freegal Music is a download music service that gives library card holders access to millions of downloadable songs from over 10,000 music labels. There is a limit of 3 song downloads per library card per week. Once the song is downloaded it is yours to keep.

The Materials and Outreach Department is also working on Summer Reading items.

Outreach – Dana passed around a few photos taken from the September Fest event which took place Saturday, September 7th at the Governor’s Mansion.

Dana announced the L.A Folklore has occurred every weekend this month and the event bring in a great amount of visitors each time.

Library Operations & Planning – Kay reported, Jon Rollman has completed the ODL report draft and given it to the Ad Team for their review.

Library Operations – Denyvetta reported that LaVetta Dent is continuing the newsletter at Almonte Library. Denyvetta passed around the August and September issues to the Ad Team. The August newsletter touches base on library managers and assistant manager’s volunteering their time at the Plaza Tower School, which was destroyed by tornadoes earlier this year.

During their visit, the managers assisted teachers with setting up their classrooms, handing out donated backpacks to children and helped with other duties needed to prepare for the upcoming school year. The managers enjoyed their time giving back as well.

Denyvetta stated last year she presented an idea to Stacey Schrank about starting a “Lunch & Learn” series with library managers. During the managers meeting this month Denyvetta presented two books entitled, ‘Developing a Leader within You’ and ‘Beyond Talent’ to begin the initiative.

Denyvetta spoke about a book she read that was given to her when she first began working in her current position, ‘The Employee Handbook for Organizational Change’. She stated that even back then she knew that one day the library will be in a state of change. She has recycled the idea and now requests the managers to read the book for their personal improvement. Denyvetta will also present the book “Business as Unusual” for library managers to read as well.

Library Operations (Headquarters) – Candace is working on Staff Recognition which is scheduled for October 26th. She stated that she contacted a few Ad Team Members to prepare to speak at Staff Recognition. Candace thanked the Ad Team for their help with the program thus far. The Staff Recognition invitations are ready to be sent and the memory books are halfway complete.

United Way packets will be delivered this week. Baskets are due October 1st and Mary Sholly is over this part of the campaign. The Focus Event will take place at the Reed Center in Midwest City.

The 1st Café on the first floor of the Downtown Library has given their official notice to cease operation. They will be closing at the end of the year. MLS is currently looking for new operators.

Construction Management – Todd report is here:

Administration / Commission – Donna will attend the Annual Latino Luncheon on October 2nd along with Denyvetta, Lloyd, Jana Hausburg, Anita Roesler and Kelley Riha.

Donna announced this December is the 20th Anniversary of the original MAPS Project passing. The Annual Oklahoma City Christmas Parade & Oklahoma River Foundation Fund asked MLS to participate in giving. Donna and Candace will give a decorated Christmas tree. To help benefit the event the Maps committee will sell Christmas ornaments for $16.50 each.

Donna passed around a Journal Record article announcing the grand opening of “Librarium” (Tulsa City - County Library) which is a fully functional digital branch and testing facility located in Tulsa, Oklahoma, stating to “better serve the 21st century customer”. The newly renovated location is 22,000 square feet and holds 44 computer terminals. Donna plans to visit the Librarium soon and will give details of the library.

Finance & Support / Facilities Maintenance – Lloyd announced the auditors are gone this week and the room they were utilizing is now available, although the audit is not complete, everything went well. There will be more information given in the October Ad Team meeting.

Lloyd also announced that due to the Maintenance Department being so short handed it will probably delay Downtown Library receiving their new faucets.

Information Technology – Anne discussed to fellow Ad Team Members her visit to a five story library in Lexington, Kentucky during her vacation.

The “Time for Questions” portion on the RFP is done. IT received a total of five questions, all from one vendor.
Anne announced demos will be October 22 – 24. The morning demo will be Material Selections, Cataloging and Tech Processing. There are a total of five scenarios and Anne is still working on what to demo during the afternoon sessions. The idea for the afternoon is Public Service. The priority is to send a Circulation Clerk, Librarian and Library Manager.

Development – Out of the Office

Human Resources – Lori reported HUM are working on process and policy changes.

The Exchange Notices have been sent out. Employees should receive them sometime next week.

Marketing & Communications – Marketing is finishing up a commercial and updating digital media.

MAC is working on personnel items and “Share Your Story” initiatives.  All FOCUS and United Way projects are complete.