Advisory Council Minutes - February 21, 2023

Meeting Date / Time: Tuesday, February 21, 2023 – 9:00am

Meeting Location: Friends Room (Downtown)

Attendees: Larry White, Erin Bedford, Kimberly Boldt, Steve Butts, Milissa Copeland, LaVetta Dent, Mira Greene, Risa Jenson-Jones, Chris Kennedy, Mark Schuster, Angel Suhrstedt, Heather Zeoli, Nita Normore

2023.0221 Advisory Council Meeting Minutes

Meeting Called to Order at 9:00 A.M.

Present: Larry White, Erin Bedford, Kimberly Boldt, Steve Butts, Milissa Copeland, LaVetta Dent, Mira Greene, Risa Jenson-Jones, Chris Kennedy, Mark Schuster, Angel Suhrstedt (Arrived: Heather Zeoli 9:06 A.M.)

Budget - Status

Larry reported the budgeting process has begun and the preliminary budget templates will be out by the middle of March. 

CTO – Status

Larry reported the CTO candidate did not accept the offer made so the search will continue.

Legislation – Status

Larry reported yesterday, Senate Bill 397 made it to the Committee, and he hasn’t heard the results yet.  This bill proposes Children’s Collection be divided into four categories and one of those groups to be kept locked requiring staff to receive written approval to open and requiring children to have parental permission slips for certain materials, etc.  Larry notified Commissioners who as well as OLA, MMR, and others have been reaching out to Senators and State Representatives regarding this bill.  Questions and discussion followed.

Budget – Food and Programming Expenses

Larry reported Public Services Leadership team is proposing shifting the food line back into program expense so it can be easily tracked as a one budget item instead of separate and locations will determine how program expenditures will be used and be held accountable.  He asked the AC for opinions on whether food and snack items should be used as a programming expense or as a food expense.  The consensus of the AC is to put food items back into programming.   Questions and discussion followed.

Larry recommends that libraries video record MLS programs so contents can go up on the web for library guests to use and advised checking in with John, IT and Angel regarding budgeting for camera equipment and using equipment we already have.  Questions and discussion followed.

Organizational Chart - Status

Larry reported meeting with Brian Alford, Commission Chair yesterday morning to go over feedback on the proposed revisions to the MLS VG 200 Organizational Chart.  Discussions are still in progress and Larry will forward a final draft as soon as it can be approved by the Executive Committee. 

Notary Survey

Larry referred to LaVetta sent out findings regarding the notary survey on experiences in notary services and training. 

LaVetta reported the National Notary Association has an online training called Notary Essentials for $59 that incorporates Oklahoma specific requirements and state law including 90-100 minutes in length and a 30-minue exam tracked through Trusted Notary and will be provided to the library system for a discount price of $49 per person.  This training is to prepare staff to be better equipped to step into the role of notary and serve as a reminder that there is always a chance for risk.  Questions and discussion followed.

Planning Council

Larry reported that members of AC, EC, and staff will serve on the Planning Council to exist through December 31, 2023, at which point the Strategic Planning will take over.  The outline for the process is the Planning Council to be determined and have had their first organizational meeting by March 1 with additional meeting through May; data gathering design to be finished by April 1; collecting data will take place in May and June; data analysis will be done in July and August; and Strategic Planning Development and Communication will be October through December with an expected implementation date of January 1, 2024.  Larry chose Steve, Milissa, and Kimberly to draw the names of three AC members who will serve on the Planning Council as Steve drew Angel, Milissa drew LaVetta, and Kimberly drew Risa as the three AC members who will serve on the Planning Council.  Larry will draft a Strategic Roadmap which is a listing of tasks to achieve to put the plan in place and will bring that list back to the share at the next AC meeting.  Questions and discussion followed.

Larry reminded the AC he will be out of state next week and will be working remotely. 

Village Library

Larry, Mark, and staff from the Village Library are meeting with the YMCA’s executive team this evening to discuss collaborative opportunities on following the same pattern as ED2.  Larry will share findings from the meeting at the next AC meeting. 

Soft Skills and Management

Larry reported there have been discussions with the EC and RDs regarding staffing issues in our library system, the same issue as many other libraries around the country have in getting enough qualified applicants to apply for positions and requiring MLIS degrees are creating ethical issues.  The three major categories libraries are having staffing issues are: 1) finding middle and upper management with leadership skills, 2) staff with technical skills, and 3) HR staff.  Larry would like to explore a program that would allow MLS to provide opportunities for staff to move up in different ways and create the ability to move towards better pathways in positions as well as, used as a strategy in moving our organization forward.  This program will also allow the organization to become a more diverse workforce by putting together a set of conditions, requirements, and a combination of experience needed. 

Larry believes there is the possibility for MLS to work with Rose State College to put together a certificate program to ensure a consistent education across the board for an understanding of both libraries and management.  He is estimating between six and nine months for a plan to be put in place.  Questions and discussion followed.   

AC Group Activity

Larry divided the AC into teams of two to write a 100-word story on what confidence means and looks like to them.  The teams are divided as follows: Dennis and Milissa, Heather and Kimberly, Mira and LaVetta, Risa and Erin, Angel and Mark, and Chris and Steve.  Each team shared their stories on what confidence means to them and Larry encouraged everyone to send their stories to every AC member. 

There being no further business or comments, Larry adjourned the meeting at 11:30 A.M.