Operations Minutes - January 15, 2020

Meeting Date/Time: Wednesday, January 15, 2020 – 11:15am – 12:15pm

Next Meeting: Wednesday, February 19, 2020 – 11:15am at Downtown Library – Lee B Brawner Conference Room

Facilities Maintenance Related Projects

• We have two Outreach vans that we will be modifying with the addition of lifts. Currently, we are getting pricing quotes from vendors who can perform this modification.
• Northwest Library window shades
  • This project and will include shades for 16 windows in total. We anticipate this project moving forward in the 1^st quarter of 2020.
• Village Library water issue
  • Moisture emission tests will begin soon to study the cause of the water issue causing problems with the new carpet. Once the results are back from these tests, we will consult with the City to determine next steps.
• Midwest City HVAC
  • Air Technologies have begun work as of this week to repair the blower/air handler, beginning January 14, 2020. They have confirmed that they will be on-site and working through the hours the library is open to ensure the job is completed as quickly as possible.
• Fire/Emergency Evacuation Maps/Plans
  • Moving forward with chosen vendor on schedule. Once completed, eight libraries without emergency evacuation maps will have those finalized.
• Midwest City Restroom Renovation
  • MLS has approval from the City of Midwest City to move ahead with this project. We are working to select an architect for the renovation. Once work begins, customers will still be able to utilize the family restroom.
• Community Libraries ADA Assessment
  • We are working to select an architect to complete the assessment of the restrooms at our community libraries to determine any modifications and/or upgrades needed for ADA compliance. Once these modifications are determined, we will move forward within the budgeted constraints for FY2020 for this project.
• LED Lighting Upgrades
  • LED lighting upgrades will help with energy usage throughout the libraries. The Village library upgrades will be completed first, and then Midwest City.

Capital Projects

• Edmond HVAC
  • This project is moving along steadily, and the City of Edmond is on target to meet their projected completion deadline. Completed work so far includes removal of carpets, boiler, gas line, and roof. Progress photos have been taken as well for press submission.
• Del City
  • Construction began on January 15, 2020 at SE 15^th Street. Bi-weekly construction meetings will begin January 16, 2020
• Temporary Belle Isle Location
  • Stephen Butts met with architect ADG on January 15, 2020 to tour the site and obtain a proposal for design and space planning services to ensure the site is ready for the public by the spring of 2020.
• Belle Isle Renovation
  • We received design development drawings and a preliminary report/plans for our review in mid-December 2019.  ADG will start working on construction documents in January 2020 and plans to submit them to the City in April 2020.  The Library is in the process of reviewing design development drawings and the preliminary report and will provide feedback to ADG and the City of Oklahoma City. At this time, it is anticipated that construction would begin in the Summer 2020 on the renovated/expansion for the Library. 
  • Discussion took place around safety concerns with the restrooms being in the basement area, allowing for activity to go unmonitored. We are exploring options for additional security measures.
• Bethany Library
  • Outstanding and new warranty issues are being communicated to the contractor in charge through the city of Bethany.
  • Discussion took place around the difficulty for customers to see and access the DVDs. A few options for resolution were discussed, and Steve will be communicating with the contractor to see if some of the excess shelves being removed from the children’s area could be modified, painted, and repurposed for the DVD area to improve visibility for customers.

Furniture & Supplies

• Printer Toner Ink Process
  • Toner at Service Center to be used up first. All printers are being monitored by Xcel; when toner levels are low, refill cartridges will automatically be sent by Xcel without any orders needing to be placed. For questions regarding the new process, contact the Business office.
• Furniture Orders
  • Discussion took place around the process by which libraries would order furniture. Options presented included a pre-determined catalog to choose from, with potential options for customization such as color. This is still in progress. Once finalized, communication will be sent to ensure furniture orders are charged to the correct account, and that furniture is ordered following the correct process, to include double-checking shipping address when ordering items to be delivered directly to a library location.