Operations Minutes - February 04, 2021
MLS Operations Monthly Update Meeting
Facilities Maintenance Related Projects
Delivery Route System – We are currently reviewing the current system in place and have put forward a two-route solution to put in place to ensure we get to every library daily regardless of staffing levels. We have tested the two-route scenarios on several Fridays and as of February 4th the two-route solution is being run daily until further notice.
Del City – The new security system in the Del City Library is installed and functioning. The security system will also include two wireless panic buttons when completed.
Custodial Services – Maintenance is aware of intermittent issues regarding the disinfectant spray and concentrate being refilled by the new custodial company. We are working with them currently to resolve the issues and will communicate more information as soon as possible. We have a meeting on February 8th with SourceOne to discuss the potential of an alternative disinfection solution. Human Resources and the Business Office have been invited to this meeting.
Capitol Hill Library - Studio Architecture is still working on the design/completion of the new signage for the northwest corner of the building.
New Facility Access Control Hardware/Software - Hardware is installed at the New Del City Library, Harrah and Luther Libraries. We are working with Information Technology and Security on the implementation/configuration of these new systems, not yet activated.
Capital Projects
New Del City Library – Construction of the library is complete. However, Steve is working to have a few outstanding issues addressed with the architect and general contractor. Furniture installation is 95% complete. A few items are still to be delivered and installed.
Belle Isle Renovation/Addition – Demolition is ongoing inside and new foundations and piers for the new additions are ongoing. Meetings are ongoing to review and refine the furniture and space plans.
New Almonte Library – The architects and library consultants toured existing libraries in January 2021 and are working initial revisions to the preliminary building program/space planning requirements.
Edmond Library Kiosk – Information Technology is leading the effort to work through plans with the City of Edmond for the installation of the 24-Hour Library Kiosk. Outreach Services has been given the charge of leading the effort on staffing around the Kiosk and will include help from other departments as well. The goal is to have the Kiosk installed by June 30, 2021.
Ralph Ellison- The City of OKC is working on drainage plans for the west side of the building and will wait for sufficient rainfall to evaluate the roofing portion of the project.
Southern Oaks – Window installation is complete. However, we have not completed a walk-through inspection and punch list with the city and architect to finalize the project.
The construction for the Southern Oaks Health and Wellness Campus and library sign is in progress. The steel framework is complete and masonry work is ongoing. Signs are in production.
Wright – Studio Architecture has provided initial drawings and we are in the process of reviewing them.
Recarpeting Choctaw Library/New Furniture - This will require up to a three-week library closure. A separate planning committee has been formed to discuss this project. A meeting is planned for February 12th with the Carpet vendor to review the site and discuss plans. Public Services is putting together an initial plan for rearrangement of computer stations, ex.
Community Libraries ADA Restroom Assessment - We will be reaching out to the business office in February 2021 to begin working on an RFQ to solicit proposals for interested architects.
Miscellaneous - Furniture Replacements at Warr Acres Library are budgeted for FY2021. Public Services needs to work with the business office and information technology on the planning for these replacements to get vendors out to evaluate furniture/site and get orders in place.
Downtown Library 4th Floor Meeting Room Presentation Boards/Wall Repairs - We will be reaching out to the business office/Downtown Library management in February 2021 to discuss how to move forward with this project.
Security Updates
Security Operational Review - To date we have received no further positive responses for our RFQ. We currently have proposals from our initial inquiry from Layne and Kroll. Orion declined and TriCorps has yet to answer but those are our other truly local companies beside Guernsey that perform this type of professional service.
Surveillance - Work is proceeding at Choctaw on cameras and access. Thus far several of the cameras are up on the new system. We are evaluating camera views to see if there are any that can be adjusted to gain additional coverage. Work is nearly complete (final testing) at Del City for Access and CCTV. Still waiting for the Cox connection at Del City. Maintenance is working on getting Infosys out to final test the Intrusion alarm.
Access Control and Surveillance - Orion is scheduled to start access control and surveillance work at Jones and Edmond today. We expect one week or less completion of Jones (dependent on Orion's work crew scheduling) and estimated three weeks on Edmond for completion.
Janitorial Theft – The janitorial contract clearly states that they are supposed to run background checks on their employees. We intend to make sure they fulfil that as well as providing a list of key fob owners by name/number.
Public Relations Updates
The objectives of public relations is to increase community awareness of how to access Library locations and services and to Increase community awareness of the value and impact of the Library’s locations, services and programs.
The current advertising spot running is about our Homework Help resources. https://vimeo.com/477336456
Source: OPA, Metro Monitor
Source: Arbitron
*Impressions: Number of times the spot is viewed
Source: Arbitron
Marketing Updates
Wayfinding Signage - RFQ for interested architects is under development and will be sent out in again in February 2021 for Del City, Midwest City, Capitol Hill, Bethany, Village. We project that it will be after June 1, 2021 before any site work commences for any of these projects.
Global Strategy - Staff from Marketing and Digital Services reviewed recommendations for the Library’s 2021 “global strategy” — the overall strategy that ties together all MLS marketing and communications aimed to increase awareness of MLS. Staff will continue conversations about what recommendations to implement, when to implement and how to implement, and factor these recommendations into our FY22 budget requests.
Metro Checkout App - Marketing helped promote the new curbside pickup app to customers on social media in January and in the February e-newsletter. We’ll work with Digital Services to create a video walk-through to further clarify for our customers how the app is used.
Del City Grand Opening - Marketing finalized a print invitation for the Del City grand opening celebrations taking place on March 5 and 6. We look forward to sending these to about 120 stakeholders from the Library, Del City and Oklahoma County. The invites include a red ribbon and a large photo of the new library building so invitees can have their own personal ribbon cutting and tag @metrolibraryok and @cityofdelcity on social media. Marketing also continues to work on other aspects of promoting the grand opening.
Dog-Eared Blog - We published five blog posts on the Dog-Eared blog in January and hope to keep this momentum going throughout 2021. We refreshed a handful of old blog posts, updating them with current information for our customers, and published new content, like the “Best of 2020” blog post that chronicles our top checkouts in major categories.
Winter Reading Book Bingo - Customers have been loving our social posts for our adult Winter Reading program. Challenged to fill out bingo cards with their book titles, customers have upped their reading this season and are engaging with us over their current reads. Our Education and Program Services department even got social media participation from key community stakeholders like Oklahoma City Councilperson JoBeth Hammon, Oklahoma City Mayor David Holt and Oklahoma County Commissioner Carrie Blumert.
Project Requests: In January, Marketing received 47 project requests through our project request form and other channels.
Email Newsletter: We sent our January “Check It Out!” e-newsletter to 167,165 active cardholders on Dec. 31 and saw:
· 46,882 opens — a 28.04% open rate
· 368 unsubscribes — a 0.22% unsubscribe rate
· 7,961 clicks — a 4.76% click rate and 16.98% click-through rate
We sent our February “Check It Out!” e-newsletter on Jan. 28 to 168,371 active cardholders and saw:
· 46,643 opens — a 27.7% open rate
· 321 unsubscribes — a 0.19% unsubscribe rate
· 5,459 clicks — a 3.24% click rate and 11.7% click-through rate
Social Media: Social media engagements rose from December to January, and we even saw our most engaged month since July 2020 on Instagram. The social team jumped on big trends, like Bernie Sanders presidential inauguration memes, and related them to the library and library content. We also posted several 15-second video book reviews on Instagram, and those performed extremely well.
Full stats here: https://metrolib-my.sharepoint.com/:x:/g/personal/tim_spindle_metrolibrary_org/EbpFj-32z8NHpXZMqOo4lDIB3qaO64BAlniYrblIrw3eXg?e=iaPEYz
Next meeting: Tuesday, March 2 at 2:00pm via ZOOM
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