Ad-Team Meeting Minutes - October 30, 2013

Date:  October 30, 2013

Present: Todd Olberding- Chair, Diane Sarantakos, Karen Marriott, Candace McDaniel, Kim Terry, Donna Morris, Lori Piccolo, Denyvetta Davis, Kay Bauman, Anne Fisher

Absent: Dana Morrow, Lloyd Lovely

New Items:

No New Items

Reports

Information Technology - Anne stated the ILS demos went well. She is now focusing on cost proposals from the ILS vendors.

Development - Diane stated campaigns are underway for the Library Endowment Trust and Summer Reading. Library Endowment Trust is launching their Annual Funds Campaign. This year their annual funds letter focused on a story from one of the Children Reading to Dogs volunteers. The annual letters were mailed this week and have already brought in over $5000.00 in donations.

Literary Voices sponsor letters went out early October and have brought in $48,500 so far.

Human Resources - No New Report

MAC - Kim attended the Public Relations Society of America Awards and unfortunately the Marketing Department did not receive any awards.

Marketing is working on updating the eMedia commercial to include Freegal, Overdrive, and Zinio. They’ve also added the words, “Welcome to a new way to connect to your library.”  “Download eBooks, audio books, magazines and MP3 music.” Once Marketing receives  television schedules they will begin running this advertisement.

Materials & Outreach - Karen reported library staff was thankful to be included in the ILS operation and enjoyed being able to view the ILS demos.

Outreach - Out of Office

Library Operations - Denyvetta read a thank you letter from Plaza Tower Elementary School teachers thanking all library managers who helped them prepare for the new school year after the devastation of the Moore tornadoes.

Today (October 30th) at 11am, Denyvetta and library managers will partake in the River Boat Cruise and afterward have their monthly meeting at the Bourbon Street Café located in downtown Oklahoma City. The main topic will be on “change”.

Library Operations (Headquarters) - Candace announced Staff Recognition was a success and thanked all who helped out this year with the event. Candace is preparing 2014 Staff Recognition and it will be located at the Cowboy Hall of Fame once again. To view photos from the 2013 Staff Recognition visit www.picturethisphoto.com the login ID is MLS.

Candace is working on Christmas Holiday events. Sugar Free All-Stars have been as the main performers at this year’s Open House which is scheduled Sunday, December 8th. The Downtown Friends’ Room will be turned into Santa’s Workshop and Santa will be present. Crafts and games will also take place.

Downtown Library decorations are scheduled to be up the week of November 18th. Christmas trees will go up the following week.

Candace encourages everyone to participate in the “Your favorite Christmas Song / Carol” Festival of Trees this year. Candace stated she has gotten six tree ideas so far. An email was sent to all staff members October 21st with further details.

Todd reported on construction projects.  For a full listing of those updates please visit:  http://my.metrolibrary.info/drupal/construction/construction-updates-october-30-2013

Administration / Commission - Donna attended the grand opening of the Pioneer Library System - 24 Hour Library at the Irving Recreational Center in Norman, Oklahoma.  This location marks the first 24-hour automated library in the United States. The library is similar to a vending machine and holds a collection of 400 books, DVDs and audio books for customers to check out. Customers can also return items, pick up their holds, or pay fines. The facility will have built-in security cameras and it’s covered to protect against harsh Oklahoma weather.

Ad Team discussed allowing eCigarettes inside MLS libraries. Two major library systems in Oklahoma have already banned eCigarettes from being allowed inside their libraries. Donna and a few of the other Ad Team members will meet again on this matter of whether to ban them or not.

Donna and Linda Hyams attended a meeting this week concerning the homeless in Oklahoma. Linda spoke at the event and Donna stated that she did very well and informed others that there is major work that needs to be done with this issue in the downtown area. Linda received positive feedback after her speech and was offered help from people / organizations. Linda was also complimented on how she referred to the homeless as customers.

Oklahoma City Council and Oklahoma City School Board had a joint meeting last night in the Downtown Library - Friends Room. City Council Chief of Staff Debi Martin emailed Donna thanking Candace McDaniel and her staff for all their work and was impressed on how smoothly things went. She stated they plan to use the venue again in the future.

Finance & Support - Out of Office

Library Operations & Planning - For today’s Spinute, Kay discussed the welcoming experiences that library staff members gives to their customers, online and in person throughout the years. She also stated that all departments are connected when giving great customer service. “It’s about connecting with each other and providing greatness.” Kay began reading the 1970 MLS Annual Report. The purpose of reading the report was to prove even though technology has evolved and our organization has grown tremendously, our mission remains the same.

Kay is working with PIE Group, which is a group of 3 managers representing all library managers, to figure out and develop tools to manage / oversee the programming aspect of the library. She stated that programming is tied into satisfying curiosity and reaching out to customers. Making sure our staff knows our policies and referring this information to our customers.

Three Wednesdays in November, a few Northwest staff members are going to be off the desk and will work with Tim Spindle - Virtual Librarian, in providing “Tailored Titles” digital readers advisory on the MLS Facebook page. Customers will post on Facebook some of their favorite reads and the staff will reply with suggested read-a-likes and similar authors. They have planned sessions throughout November as well.  Kay also stated the MLS Facebook page is close to 5,000 likes. Planning worked with Emily Williams in Outreach to make a fun video to thank the fans for helping us reach the milestone.  They will also have a Kindle giveaway for Facebook fans.

Meeting adjourned @ 10:55