Operations Minutes - June 02, 2020

Meeting Date/Time: Tuesday, June 2 – 2:00pm – 2:45pm

Meeting Location: ZOOM Meeting 

Agenda

1. Facilities Maintenance Project Updates
2. Capital Project Updates
3. Temporary Belle Isle Library Move/Mobilization

Facilities Maintenance/Fleet Related Projects

Custodial Update – COVID-19 Related Precautions – Day porters were scheduled to return as of June 1, 2020. Janitorial staff are using the same disinfectant as they were using during the Covid-19 library closures. The disinfectant is the Buckeye E23 cleaner, which is the same product as the Buckeye Terminator spray that was initially dispersed to staff. PPE & Covid-19 related products being stored at the Maintenance Service Center include: C-Fold paper towels, t-shirt bags, gloves, hand sanitizer, hand sanitizer gallon refills, Kimwipes, Isopropyl alcohol, Kleenex, Face masks (soon to arrive).

Northwest Library – The City of Oklahoma City received bids for this project and the winning bid will go to the city council on June 16^th.

 
Village Library Water Issue– Initial assessment completed by Terracon Engineering. Humidity levels were found to be high. Steve is working to set up a meeting with the City of the Village to discuss the findings and next steps. 
 

Midwest City Restroom Renovation – A pre-bid meeting was held on May 29^th. The bid opening will be on June 9^th. We anticipate construction in July 2020. The main restrooms will be closed to the public.

Community Library Restroom ADA/Assessment - This project has been moved to FY2021 budget.

LED Lighting Upgrades - As of May 2020, the LED lighting upgrade for the Village Library has been completed. Funding is in the FY2021 budget for upgrades at the Midwest City Library.

Downtown Library – We are working on quotes for the Downtown Library 4^th floor area for column coverings up to 3 feet for protection from chair and table damage.  Also, painting of columns to ceiling line.  Working white board repair or replacement along with frame cleanup in the 4^th floor meeting rooms as applicable. 

Maintenance Fleet - A new delivery box truck was ordered in the fall 2019. The new vehicle is to be delivered in June 2020. 

Fleet Safety/Maintenance Monitoring – Information Technology is working with Azuga Software to get information needed to begin setup of the new telematics software. This telematics solution will allow the library to keep track of all library-owned vehicles, create efficiencies by being able to dispatch a technician to a call if they are already in the area when a new call comes in, easily keep track of mileage of our vehicles to see when the next service check-in is due, and also monitor staff operating library-owned vehicles are doing so in a safe manner.

Capital Projects  
 

Edmond HVAC – Project complete. Maintenance is in the process of retrieving all portable shelves from Edmond and moving them to the temporary Belle Isle location for the upcoming move.

New Del City Library – Construction/site work is in progress on SE 15^th Street.  The new Library construction is scheduled for completion in December of 2020.  

 
Temporary Bell Isle Library Location – The construction contract has been awarded and the general contractor should begin work the week of June 1. A pre-construction meeting was held with ADG and the general contractor on May 29^th. We anticipate construction to be complete by June 30, 2020. The general contractor will have until July 15^th to complete punch list items.

 
Belle Isle Renovation/Addition – ADG submitted final plans on May 29th. We received hard copies of the final completion drawings on June 2^nd. The City is waiting for hard copies to present for Eric Wenger for final approval before going to bid.  We are working with Public Works to amend the project agreement so that we can invoice the Library Endowment Trust for $950,000 for their commitment to the project. The City of Oklahoma City will invoice the Library for the funds and this must be completed before the project goes out to public bid. At this time, it is anticipated that construction would begin in the Summer 2020 on the renovated/expansion for the Library.  

New Almonte Library – MLS Submitted a short list of architects based on review of the request for proposals/qualification provided to the City of Oklahoma City Public Works in May 2020. We are waiting on a draft project agreement from the City. Currently, the project construction budget is set/fixed with 100% funding provided by the City of Oklahoma City for design/construction.

Facilities Access Control/Hardware - Bid was awarded to Orion Security for the install/configuration of the hardware/software integration for the new Del City Library at the May Commission Meeting.  Open Options is the software chosen which provides for licenses to expand to other libraries and add additional doors over time.  Funds are in the FY2021 budget to address access control at the Communities Libraries and other locations.

Temporary Belle Ilse Library – A pre-bid meeting was held with contractors for the disassembly, move, and reassembly of shelves for the temporary library on June 1^st.  We need to discuss timeline for Library closure, move-out, move-in, and reopening of temporary Library.  Building will be available for Library use after July 15, 2020.

Next meeting: Tuesday, June 7 at 2:00pm via Zoom