Leadership Team Minutes - November 04, 2015

Expected Outcomes: To discuss the Accounting Software purchase and give input when necessary; to discuss the next steps in revising the grants process; and to discuss suggestions made by ED staff and offer recommendations.

AGENDA ITEMS

1. Accounting Software purchase (Lovely) –BKD Consulting, a nationwide accounting firm, was hired to help implement a new accounting software. Tim Beranek will be here next week (11/9) to assist in the process. A team of staff members will meet Monday, November 9th to begin. One to two additional members are expected to join. Consultants will be at the Downtown Library for two weeks interacting with multiple people. The goal is to have everything installed by July 1, 2016. Lloyd will update the Leadership Team every two weeks, detailing any progress/issues.

   • Team members – Lloyd (Project Sponsor), John Rahhal (Project Manager), Jeffery Mullins, Denise Ryan, Laurie Mack-Clark, Heather Zeoli, Buddy Johnson, Todd Podzemny, Heidi Johnson, Janet Brooks, and LaVetta Dent.

2. Grants management (Zeoli) – Heather asked the group if there were any external grants that had been applied for and if anyone needed any follow-up details from DVS. It was determined that the Friends of the Metropolitan Library should be the primary resource for projects and programming. The Friends of the Library Grant Request is available on the intranet (Departments -> Development –> Documents and Forms -> Friends of the Library Grant Request). Heather urged the group to email her if anyone applied for an internal Friends grant and still hadn’t heard any details. LaVetta, Heather, and the Grant Director of the Oklahoma Arts Council will be meeting November 16^th to discuss their grants process. It was noted that staff shouldn’t be requesting funds via the Friends grants that are already in our budget.

3. Process review and recommendations (Kellogg) – An ED staff member sent an email to Tim about some suggestions to make to library operations.

• Online applications – Anne and IT are working on being able to have a kiosk to make it easy. The ideal location would be near the front desk. The Leadership Team decided tablets would not be a good idea; frustrations could mount with the disappearing and reappearing keyboard.
• Long-distance phone calls – Mel was told to contact Jonathan Willis in IT about this issue if you need phones with this capability. It was decided that long-distance capabilities should be available to all staff, but personal calls should still be made on personal devices.
• Holds/Expired holds – We would first need to determine how big of an issue this is and what is it costing MLS. Anne will determine if there is a report we can run to determine the number of expired holds.

REPORTS (All):

Each member will have no more than two minutes to report system wide issues and concerns.

• LaVetta – Moscow Nights is going well. The smallest attendance so far was 58, and that’s because it filled to capacity!

• Kay – The Capitol Hill move to the temporary space is going smoothly.

• Mel – The pre-construction meeting for the new ED parking lot was November 3rd. The projected start date is November 16^th. A set schedule should be finalized before the start date.

• Tim – Curtiss Ray and Jim Phillips will meet with the city to discuss how Project 160 will impact the Downtown Library. Administration will work to keep at least one entrance open for staff and customers.

• Heather – Friends of the Library membership has increased by significant numbers.

• Kim – 50^th Anniversary celebrations went well. As for displays, libraries are more than welcome to keep their displays. If you want to make use of frames, let MaC know. If you don’t have room, feel free to send them back to MaC.