Operations Minutes - March 02, 2021

Long Range Plan/Capital Projects Update: We will set a meeting for later this in March 2021 with representation from leadership team/public services/business office to begin discussions to update the capital projects priority list and associated long range plan update as we prepare for the FY2022 budget process.

Operations/Systemwide Budget Planning: Marketing/Public Relations and Facilities will be soliciting feedback/input over the next few weeks regarding location needs as we begin to prepare systemwide budgets for FY2022. Please make sure any requests have been discussed with your leadership team members and you have their support before you turn in a budget related project/request for FY2022.

Facilities Maintenance Related Projects

Power washing – Maintenance has received a few requests for power washing to be performed around patio and sidewalk areas at various MLS locations. If you have any areas around your library in need of power washing, please submit a maintenance request and we will work on getting these scheduled to be completed by the end of May 2021.

Delivery Route System – We put forward a two-route solution to ensure we get to every library daily regardless of staffing levels. As of February 4th, the two-route solution is being used daily until further notice. We plan to continue the two-route solution for the near future, and we would like to incorporate an adjusted two-route schedule starting March 19, 2021. The adjusted schedule will help to balance the routes to ensure each driver has a more equal workload and adequate time to travel between each library and have flexibility for traffic delays, ex.

Janitorial 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 met on February 24^th with SourceOne to discuss the potential of an alternative disinfection solution. The Safety committee was also involved in the evaluation of the proposed alternative disinfection product and we have decided not to move forward with changing at this time.

Capitol Hill Library - Studio Architecture is still working on the design/completion of the new signage for the northwest corner of the building.

Downtown Library 4^th Floor Meeting Room Presentation Boards/Wall Repairs - We have a meeting set for March 9, 2021 to discuss how to move forward with this project.

Capital Projects 
 

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. The public artist selection process is in progress. We have reviewed signage options with the Library Endowment Trust for the Taylor Trust Contribution and the meeting room of the Library will be recommended to the Commission to be named the “Taylor Meeting Room”.

New Almonte Library – We are working with consultants on initial revisions to the preliminary building program/space planning requirements. We met on February 24, 2021 to review initial feedback and conceptual designs/space plan options for the new Library estimated to be 24,000 square feet.

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. We have scheduled a meeting with appropriate departments to discuss and prepare a maintenance plan to ensure the Kiosks remain clean and safe.
 

Ralph Ellison- Window installation is complete. 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 mostly complete.

Wright Library Renovation   – Studio Architecture has provided initial drawings and we are in the process of reviewing them. We have been informed by the City that we should have a 90-day lead time of awareness before the construction work begins. This will require a Library closure up to 30 days.

Recarpeting Choctaw Library/New Furniture – A planning committee met February 12^th with Library staff and the Carpet vendor to review the site and discuss plans. During this meeting it was determined we would not proceed with the recarpeting project at this time and the work will be deferred to FY2022. The purpose of this delay will be to approach the recarpeting and furniture more holistically and engagement a consultant to help ensure the plans address the most critical needs and consider future growth/considerations for Library operations.

Community Libraries ADA Restroom Assessment - We have a meeting set for March 9, 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.

Security Related Projects

Security Operational Review – We extended and re-issued the request. To date we have received four reasonable, positive responses for our RFQ. We currently have proposals from our inquiry from Layne Consulting, Kroll, Thomas Tomasetti and Imeg. Since the last update TriCorps has opted out of responding. Layne Consulting and Kroll both have a local presence/representative. Pricing is in a moderately tight curve for responses currently in hand.

Security incident review 2020/PITS/Tableau - We have been working with the planning Department on developing a dashboard for PITS and summarizing and analyzing customer incidents for 2020 for future planning/training purposes.

Security Survey– The Security department is performing an internal customer satisfaction survey of security operations to continue to assess and improve our customer service levels. This survey will be sent out this week and will be open for at least seven business days. The security survey should take no more than 5 minutes to complete. Your feedback is important to us. We will share the results of the survey with everyone once we have summarized and evaluated the results.

Surveillance – Work is complete at Choctaw (minus two outside cameras and those were scheduled for installation 3/1/21 as of 2/26/21) and Del City. These locations are up and running on the new Video Management System (Milestone).

Access Control –

1. Edmond: Orion is waiting on Edmond Fire Marshall to schedule final inspection. Ready to go live on completion of inspection.
2. Jones: Change order is required due to battery leakage on Schlage AD200 (lock/reader hardware). Change order was being written as of last update from Orion on 2/26/21.
3. Nicoma Park: Interior door requires alternate strike (door locking mechanism). Strike is on order and system is ready to go live when the new strike is installed.
4. Downtown: This work is still in planning. We met with Orion on 2/11/21 to determine the actual operation of the interior stairwell doors. These doors are currently grandfathered as per Fire Code. When the work starts these doors will be out of code as they are currently being used. Orion will take the information gained and work with the OKC Fire Marshall to determine code requirements.
5. Del City: Exterior doors are online and functioning. Certain interior doors have a parts mismatch which impacts our ability to lock them and new parts are on order.

Intrusion/Security Alarms –

1. Downtown –
   
   1. Phase One: Due to weather setbacks final testing and acceptance with Orion is moved to the week of 3/1/21. After testing, Infosys will need to program the communications portion to connect to their monitoring station (estimated completion is the week of 3/8/21). When all is complete the current plan is to be operating the system on a schedule that arms and disarms outside of normal library work hours. We will provide arming and disarming instruction to the Help Desk, Maintenance, Janitorial and Managerial/Leadership in case someone needs to be in the building outside of normal working hours.
   2. Phase 2: Missing or damaged communication sub-components make adding the interior doors to the system unreliable until the issues are found and corrected. These devices are located in the ceiling at various points in the building and no location map has, as of yet, been located. These devices will be time intensive to locate. This work has not been negotiated with the City of OKC at this time.
2.  Del City - System is operational. There is a fault in one of the sensors and expected repair is week of 3/1/21.

Public Relations Updates

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

Del City Library Grand Opening

• All marketing duties are fulfilled, including mailing of physical invitation to Library and Del City stakeholders
• Morgan will be on site Saturday to assist with live-streaming and social media with Kellie Delaney

Permanent Curbside Signage

• Edmond Library metal poles are installed, and signage is completed. Currently waiting for maintenance to install signs.
• Sign mockup for Northwest Library is approved by the library manager. Victoria will email Steve to see about the electric vehicle sign that is currently in one of those spots.
• Next library on the list is Bethany. Victoria will be in contact with Rondia this week to move this forward. We are going in order of curbside business frequency.

Wayfinding Project

• We are working with the business office on the RFQ process.
• Project timeline updated
  • March 23 RFPs received/firm identified
  • March 30 Contract or MOU signed with vendor
  • March 28 Final bid specs delivered to MLS
  • June 11 Bid for fabrication distributed
  • July 18 Bid awarded
  • Aug. 31 All wayfinding signage installed

Next meeting: Tuesday, April 6 at 2:00pm via ZOOM