Leadership Team Minutes - November 10, 2021

Discussion Items: 

• Security Review Report – Chris, Anthony (30 minutes) 

  • Joining us are Robert Layne, Jeffrey Marlow, Bob Bowman (Consultants) 
  • They provided an executive level review of findings from the Security Assessment 
  • The report will be sent to management for dissemination in the coming days. 
  • Highlighted the following:  
    • Armed v. Unarmed Security -(recommended we use unarmed) 
    • Guards in uniform – police style vs. Polo (recommend softer look – polo) 
    • Placement of Security Desk – move away from the front of the library 
    • Dedicated supervisor at the library location for security. 
  • Recommend the following positions: 
    • Operations supervisor position is recommended 
    • Analyst position – provide auditing, alarm codes / access controls 
    • Surveillance position – used for back up for analyst as well as video review for post investigations. 
    • Tricorp specializes in armed security and that will be their specialty 

• Notary Services Update – LaVetta (10 minutes)  

  • Documents were sent with the agenda 
  • LaVetta – described the two documents – one for customers & one for staff which provide the information and answer questions. 
  • LaVetta – contacted other libraries for sample documents which were incorporated in to the documents being presented 
  • Action Item: Larry will prepare to run it by legal 

• Staff Memorials – Heather, Pauline (15 minutes)  

  • Heather presented some ideas to honor staff who may pass away as a current employee.  
  • Ideas included: plant a tree/bush; present family a book; how can staff participate 
  • Guidelines – does it need to be adopted as procedures? 
  • This will be formalized and brought back to a future LT meeting. 

• Committee Inventory Progress Report – Risa (20 minutes)  

  • Risa and Tricia worked to create a report on make-up of committees across the system.  
  • Risa reviewed the 10 page report in detail. 
  • Some discussion followed. 
  • Action Items:  Have concrete feedback / suggestions to Risa/Tricia/Erin by Wed, Nov. 17.  They will incorporate feedback provided. 

• ED2 Final Report – Risa (30 minutes)  

  • Risa provided a brief overview of the final report.   
  • Potential recommendations will be either a smaller traditional library (approx. 16,000 sq/ft) or a youth focused library (approx. 20,000 sq/ft) 
  • Approximately 40,000 items 
  • Discussion followed. 
  • Next Steps:  City is working on purchasing land. 
  • Ideas can be used to begin a building plan / program.   
  • Information will be shared at the December MLC Meeting 
  • Larry expressed thanks to the group for the work they have done. 

• TCCL Visit to MLS – Larry (10 minutes)  

  • Larry sent email that TCCL is coming to visit.  The date has changed to either Dec 10 or Dec. 13.     
  • They would like to tour some of the facilities. 
  • Including ED. 
  • Day will included: 
    • Tour 
    • Lunch 
    • Conversations with counterparts 
  • Best impression 
  • Be prepared for Q&A 
  • Discussing doing a staff exchange.
  • December 08, 2021 meeting will be in person. DN Friends Room  

Decision Items:  

• December 22, 2021, LT meeting – Cancelled  

Information / Update Items: 

• Tracker status - Larry  

  • Suggested to be sent to all staff twice per year as a way to communicate what LT is doing. 

News from Units:   

• DOES:  Emily and Kellie are going to record an artist (Francisco Trevino) at his home in the Tulsa area. 
• New sorter is in place at the SC.  Thanks to the libraries for presorting.  Thanks to the Processing team for hand sorting for 2 full weeks.  Everything was sorted and delivered without delay. 
  • Sorter is smaller but has more outputs.  
  • Bin check in will be a time saver at the locations.   
  • DN has it turned on and currently experimenting with various methods of working delivery. 
  • ILL can be checked in with this method. 
• Kiosk at Mitch Park had some damage, but is now functioning again.  They are in the process of repairing the damage.  

Visits:  

• Tulsa City County Library Leadership Team visit in December 2021, from 1:30-4:30 pm.  

Meeting adjourned at 11:30am.