Ad-Team Meeting Minutes for September 19, 2012

Date: September 19, 2012

Present: Jim Welch- Chair, Dana Morrow, Donna Morris, Diane Sarantakos, Candace McDaniel, Kay Bauman, Patrick Williams, Karen Marriott, Todd Olberding, Kim Terry, Lori Piccolo

Absent: Denyvetta Davis, Anne Fischer, Lloyd Lovely

REPORTS

Library Operation & Planning – Kay discussed the process of ordering certain supplies using MyMetrolibrary. This system has a built in cart feature for employees to place supply orders for marketing promotional supplies, technical processing supplies and volunteer recognition item. You can now place orders using one cart, meaning you can check out with all your needed supplies at once. After checking out, you will receive a confirmation email.  The department where the supplies are requested will receive a confirmation as well.  This feature is similar to Amazon’s Marketplace checkout feature, so if you’ve ordered items from Amazon it works the same.

Kay and Karen are working together for shelving capacity and layouts for the Almonte location. The Manager of Library Operations position is open for the Almonte location.

Denyvetta and Kay met with the Library Event Coordinators and their managers from the very beginning, mid-point, and will meet with them again, since it has over 6 months, for feedback on how everything is going with the position. Before doing that Denyvetta and Kay met with librarians at Downtown and Northwest to listen to their feedback.  Kay announced the ILS demonstrations are complete.   Interviews will be scheduled for the Assistant Director of Library Operations position soon.

Library Operations – Out of the Office

Library Operations (Headquarters) – Candace announced that the Early Bird campaign started September 14th through September 21st. The United Way raffle baskets need to be turned in before Tuesday, September 25th. The Downtown Library hosted an EPA Conference this week with 75 people from 5 different cities and they were impressed with the Downtown Library. The El Paso Chamber of Commerce was here Friday, September 14th, for an inner city tour and to explore ideas on how to improve their city. The Downtown Library will have visitors from the Chamber of Boise, Idaho and their Mayor on Thursday, October 25th. The chamber members are interested in building a library in their downtown area, and found our library to be a great resource. Candace thanked those who sent in information and requested additional materials on honorees for Staff Recognition. Additionally, she is seeking old photographs and general information from staff on the Metropolitan Library System history. Candace would like to share this information at the 2012 Staff Recognition. She is working on the Holiday Open House scheduled for Sunday, December 9th 2012, there will be entertainment, a photographer, and Santa Clause at the event.

Construction Management – Todd and JR spent a few hours this week scoping out the Del City area for a possible site for the Del City Library and came up with 14 possible sites. They are now in the process of elimination with the possible locations. There will be more information to come soon. A meeting has been set with the City of OKC for Tuesday, October 2nd to review the budget, discuss Capitol Hill Library and hire an architect.

Administration / Commission – Donna met with Rick Cain, Director of Public Transportation and Parking from the City of OKC on September 19th and discussed the new parking garage. Rick Cain shared the Downtown Library parking concerns with the Architect. The new parking garage will consist of 750 spaces, 9 stories tall located behind the Hightower building which is scheduled to begin March 2013 and completed by Spring 2014. Upon completion the new parking garage will stay open 24 hours. Rick Cain estimated the library needed 125 parking spaces and the City of OKC, the Museum of Art and Hightower needs a certain amount of parking spaces. The agreement has not yet been finalized, but can be shared due to being public record.

Finance & Support – Out of the Office …Congratulations Grandpa Lloyd!!! J

Information Technology – Jim stated that Cox is currently at four libraries over night. Bethany and Warr Acres’ visits are scheduled for today. At Southern Oaks, the sorter is being installed and assembled; cameras, networked equipment are in place; they are also finishing up computer installments. IT is preparing for non-stop upgrades scheduled for Saturday, October 6th and that same weekend OCLC upgrades will take place.

Development – Diane announced that the dedication of the Northwest Library Public Art went well and the community is enjoying the art which was featured in today’s Oklahoman newspaper. Midwest City Library garden area should be finished by the middle of next week. The area will be locked unless needed for an educational program. The art for Southern Oaks will be going in Saturday, September 22nd just in time for the grand opening and landscaping is done.

Facilities Maintenance – A pressure washer has been used for cleaning Southern Oaks’ sidewalks and front entrance. Everything else is coming along smoothly with the location. Patrick is considering ideas to cease any possible collisions near the Southern Oaks book drop and dock which are located fairly close.

Human Resources – Lori is working on internal processes and re-structuring of the Human Resources department to make it more efficient and helpful.

MAC – Kim announced that Chris Larwig has been out this week capturing video for marketing. New library hours and logos have been posted on most of the doors at the libraries except Downtown due to the revolving door. Ads for Southern Oaks will be placed in the Gazette, and on the radio starting Wednesday, September 26th.

Materials & Outreach – Karen is working on estimated inventory for Almonte and will begin ordering Playaways for other libraries once the Almonte location is squared away. She is hoping to have them ordered by the beginning of next year.  Karen is processing transfers and will do a small order of Playaways this week as a test.

Outreach – Dana announced SeptemberFest was a huge success. The 1-2-3 Play With Me began this month and Dana distributed the schedule plus other flyers of upcoming library events.

Meeting adjourned @ 10:20