Advisory Council Minutes - November 18, 2024

WELCOME/HOUSEKEEPING 

Type  

Item 

Discussion 

Checking in 

Discussion 

Moment for Mission/Core Values Connecting our diverse communities with resources and experiences to educate and enrich lives.  

Values Equity, Diversity and Inclusion, People First, Innovation, Integrity, Respect 

-John Utley spent a lot of time and effort working to make the Carl.Connect system more secure when it is being utilized outside of the locations. The transition has gone well and there have been few problems. Other TLC libraries have reached out to ask how he set it up. 

-Choctaw’s parking lot lights were fixed last week, the company that we contracted with came out the day after they got the go ahead and the lights are working again. 

-Some appraisals were more complicated this year due to staff movement, so different people wrote appraisals than gave the appraisals. There was teamwork all the way around to make it work.  

UPDATES (milestones/goals; recent progress/completions; planned activities; risks/issues) 

CEO 

-Commission meeting was canceled this week due to lack of agenda items. 

CCO                  

COM 

-Kelly absent so no updates

DVS 

-Children Reading to Dogs with sister library in German went well. 

-Friends Board Meeting coming up. 

-Mail sponsorships going out for Literary Voices and year end giving.  

-The Oklahoma School Readiness Program has additional funds that they are working with Heather to donate to the Imagination Library which will help to close the $100,000 gap due to increased participation, we should be at 17,000 children this month. 

-United Way email was sent out. Kelly D will be working with United Way to get a video out for staff later this week. 

CR 

-Chris absent so no updates 

CFO 

-Updates are being made to the Special Programming, Commission Special Funds forms as well as P&P items SF600, SF600.1, and SF200.1. They include clarifications and updates and should be easier to understand and use. Charisse will send out examples this week and take feedback and then they will be sent out to be used by staff. 

-Fund changes are being made to the 401a. Empower will be changing the target date funds. They will be switching from the Mass Mutual TRP target date funds to TRP target date funds.  Internal expenses will be lower for participants.  Target date funds 2005 and 2015 will be removed. There will be communication from Empower as well as the system. The change will happen on Feb 1^st. 

CGO                   

SEC 

• Cameras and needed equipment have been ordered for the DN and NW libraires. It will take at least 2 weeks to get in. DN should be installed before Christmas, NW will most likely be installed after Christmas. 

• We will be installing 8 life safety devices to the Warr Acres Fire Alarm system on Tuesday, November 19, 2024. 

• There will be a safety Meeting on Wednesday.  Please let one of the committee members know if there are any issues needing to be addressed.  

• Stay “Weather Aware”, we have frigid and inclement weather scheduled to enter Oklahoma on Wednesday.  I will forward any updated weather information received from our contact at Oklahoma County Emergency Management. 

MARK (South Central) 

-LM interviews for BI this week. 

-BI had an Indigenous Art and Artist program this weekend with over 100 people in attendance, the Fancy Dancers performed. 

-There are 37 sides to BI.  

-DN has ordered their new computer tables and lockers. 

-WR is turning 100. 

Erin 

-We are still waiting to get a quote for the shelving at RE, they had to come out and remeasure the building this past week. 

-CL’s furniture that was budgeted for the year has been ordered. 

Tracie 

-VI roof is still being worked on, they had a lot of noise and shaking, a fire sprinkler cover fell. Steve and Tracie walked the building and did not see anything else that should be of concern with the continuing repairs. 

-ED had 3 new desks in the adult area and they are already being well used. 

OES 

• Planning continues for Winter Reading/Summer Reading. The Bingo card is almost done for Winter Reading. Summer Reading they are getting ready to order the books.  

• Adult Services Manager Job posted. 

• Working with HUM on Outreach Librarian position description - will fill 3 open positions w/ Children’s, Teen, Adult librarians. 

COO 

Janeal 

- The company that we contract with for the Aspen software. to host and help with tickets, is transitioning away from development unless it is paid for. CSD and IT have been talking about what that means and what it would look like going forward. 

-Catalog clean-up is happening now. 

-Still training new staff. 

Chris B. 

• Nicoma Park update- MTC will be painting and fixing the deck. There was discussion about changing a door lock so that no one could accidently open a door that does not have stairs going to it. 

• MC Chiller update- the crane came on Thursday, so the chiller has been replaced. There will be about a week for getting everything hooked up to it.  

• Village will still be loud this week as they are continuing the roof replacement. 

CPO 

• The U.S. District Court for the Eastern District of Texas has vacated the Biden administration’s overtime rule which would have increased the FLSA salary threshold on January 1, 2025. The court also struck down automatic increases to the salary threshold every three years. 

• The 2025 Leading Volunteers with Confidence Workshops are open for enrollment in MetroU. These sessions are ideal for those supervising volunteers or interested in learning more about why we welcome volunteers. 

• The December compliance training, Diversity 101, will be assigned in MetroU on Sunday, December 1st. 

CTO 

• Switch replacement at Downtown – Date to be determined – Early closure may be necessary. Will take 5-6 hours to complete and will affect all locations, will most likely happen on a Sunday. 

• Wireless Access Point deployment to begin soon. 

• Public & Staff computer replacements should be almost complete by Thanksgiving (RE and several stragglers left). 

• Self-check stations should be installed by Mid-December. 

• RFID wand demo on Wednesday at 8:30a on 2^nd Floor. 

NEW BUSINESS 

-Charisse reminded us about the email John Rahhal sent out about selecting the correct option in the POS. She wanted to know if we wanted the Makerspace charges to be in a separate option on the POS, there was discussion, and it was determined that we did. Charisse will work on getting the necessary things set up for that. Charisse also reminded us that we should not accept mangled money.  

OLD BUSINESS 

OTHER DISCUSSION/ANNOUCEMENTS 

MINI MEETINGS 

NEXT MEETING November 25, 2024, 10:30 am