Ad-Team Meeting Minutes - March 6, 2013

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

Absent: Anne Fischer 

New Items

No New Items

Calendar of Events

• April 18th - Author’s Dinner & Commission Meeting (@ NW Library)
• April 20th - HeartWalk

Reports

MAC – Kim announced the MLS Marketing Department received a total of six Addy Awards at the Addy Awards Banquet on February 23rd at the Coca Cola Events Center. The Addys are presented by the Oklahoma City Advertising Club and is the most prestigious recognition for excellence in local marketing.  Breakdown of the awards are as follows:

• Bronze Medal - Public Service Poster – The Belle of Amherst Poster
• Bronze Medal - Public Service Cards, Invitations or Announcements – Literary Voices featuring Mary Higgins Clark
• Bronze Medal - Public Service Print, Magazine – info Magazine, October 2012
• Bronze Medal - Public Service Poster – Dystopias and Desserts Poster
• Silver Medal - Digital Advertising, Social Media, Single Platform, Consumer – FB /Twitter Seasonal Cover Illustrations
• Silver Medal - Television, Local, 30 seconds – Download eBooks From the Library

Materials & Outreach – Karen recently visited the Choctaw Library staff to work on their collection in preparation for a new manager.

Karen is investigating Playaway Views. The ‘Playaway View’ is a preloaded multiple video player available exclusively to libraries. Views weigh only 5.4 ounces and are comparable in size to a GPS navigation device and will hold multiple hours of video content.

The Materials & Outreach Department is considering a new program called Freegal Music. 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.

Karen is also working on the budget for Materials & Outreach.

Outreach – Dana reported that Dr. Dunlap from ‘Reach Out & Read’ contacted her and Stacey Dykstra, Executive Director for Smart Start Central Oklahoma, to participate in their Reading Association Day to celebrated Dr. Seuss’ birthday. The event took place at the Children’s Hospital atrium and many of the children were hospital patients. Dr. Seuss books were handed out along with other items and Spoticus joined in the fun. Dana stated the children and their parents really enjoyed this event and the Outreach Department is considering yearly participation.

Dana announced the Winter ReadFest totals of 5,101 participants, which decreased a little from last year totals. This year they were asked to read three books instead of two books before being placed into the drawing. The Outreach Department will later decide whether to keep or tweak this idea. 

Library Operations & Planning – Kay stated the Planning Department is finishing up the final report for the Strategic Plan - Telephone Survey Results. Kay & Jon Rollman are figuring out ways to help MLS Library staff to utilize the Strategic Plan in their roles.

The Planning Office is currently testing ‘Google Hangouts’, which is an online chat where up to 10 people can speak face to face, host virtual meetings and share video chats with anyone online. The virtual conversations can be made simultaneously on Google Plus (You will need to be a member with Google Plus) & YouTube where anyone can view and type in questions. While there are a limited number of visible or “video-conference” individuals, there is no limit for those who can watch the conversation. The conversation can be saved for anyone who would like to watch later. You can access ‘Google Hangout’ through a mobile device, tablet, or computer.

Kellie Delaney, Linda Hyams, Denyvetta, and Kay are in the early stages of developing a way to enter the Unusual Incident Forms online. This online module will streamline and expedite the process.

Kay is working with the schematic design for Jones Library and figuring out how much shelving is needed for their collection to prepare for the next stages.

The Self Pickup of Reserves at the Downtown Library will be located on the public floor near the security desk and will begin on Monday, March 25th.

Library Operations – Denyvetta attended the Ralph Ellison Birthday Celebration last Friday along with Dana Morrow. She stated that the event was well attended and James P. Lankford, U.S. Representative for Oklahoma's 5th congressional district, was the speaker.

Denyvetta reported that 21 MLS staff members requested to attend OLA this year.

Denyvetta and Aaron Bluitt, Assistant Director of Library Operations, have been meeting Monday mornings to discuss weekly activities, concerns, and weekly duties. She stated that the meetings have been very helpful for her department and will continue. They are still in the process of filling two open Managers of Operations’ positions at this time.

Denyvetta also announced Barbara Snoddy and her son, Ted Snoddy, presented a check for $9000.00 on Friday, February 22nd.  These funds were added to the Bethany Improvement Foundation for the Bethany Library Building Fund. The donation comes from the Boerstler Foundation as Ted Snoddy’s grandfather was an avid reader and spent many years in the Bethany area. For more information please visit the Bethany Tribune website.

Library Operations (Headquarters) – Candace is continuing her search for Staff Recognition venues.

Candace is also finishing up the Safety Training Manual updates. Candace is creating PowerPoint training for the new MSDS Hazard Communication Regulations that MLS staff must complete before December 2013.

Todd reported on construction projects. For a full listing of those updates please visit: http://my.metrolibrary.info/drupal/construction/construction-updates-march-6-2013

Administration / Commission – Donna announced the bill on the "Disclosure of Minors Records" (HB1511) is moving through the legislative process. It passed out of committee unanimously. if the bill becomes law, all registration information of minors (ages 17 & under) collected by libraries and other entities cannot be disclosed to any person without a court order.

Donna stated the Oklahoma Library Association's annual Legislative Day is Tuesday, April 16th at the Oklahoma State Capitol. We will be partnering with Pioneer Library System and Tulsa City County Libraries to host legislators at a breakfast that morning. Donna asked if any other ad team members would like to join her and Diane at the event.
 
Finance & Support – Lloyd is starting on the budget and continuing work from previous weeks.

Information Technology – Jim reported today is the start of replacement cycles for staff computers. He stated that considerable time is being spent on staff reorganization within the IT Department and they’re opening an IT Technician I position.

The IT Department is currently looking through ILS Vendor Responses at this time.

Development – Diane reported the Literary Voices is coming along smoothly.

Three finalists have been selected for the Warr Acres Library public art. Their notifications will be sent and they will be required to submit formal proposals to the Warr Acres Public Art Committee for review in May.

The Friends Book Sale went well according to Joe McReynolds, the Book Sale Chair. Diane stated they raised $225,000.  They had more books left over than they normally do, but they also received more books this year than previous years.

Diane state the Friends of the Village Library have determined they will not have their Village Fair this year.

Facilities Maintenance – Patrick announced the Maintenance Department had great opportunities taken place this week. They were introduced to the more modern L.E.D lighting system that will come out later this year. This learning opportunity was primarily for the Maintenance Department to learn a new type of lighting system. The Metropolitan Library System will not integrate this type of lighting into our libraries at this time.

The Maintenance Department also joined with the National Electrical Construction Association for Flash Art training.

Patrick reported that OG&E will visit him at the Downtown Library on Friday to introduce new needle spray bathroom sink aerators. The new aerators will conserve water and energy by up to 77%.

Human Resources – Lori announced the HUM Department is continuing to work on Health Care Reform.

The ‘Move-It Challenge’ begins Monday, April 1st.

Meeting adjourned @ 10:25