Operations Minutes - June 01, 2021
Capital Projects
Belle Isle Renovation/Addition – Steel support structure is being built but has been delayed by steel acquisition and some rework of architectural drawings. They are currently projecting construction completion by the end of December 2021.
New Almonte Library – We are working with the architects on 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. 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. We are working with the City to assess how recent rainfall has impacted the roofing portion of the project.
Wright Library Renovation – Studio Architecture and the City of Oklahoma City and the Library have met to go over plans and discuss the renovations/improvement plan. Due to increases in construction costs, add alternates are being incorporated to ensure we stay within the budget set by the City for the project. 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.
Community Libraries ADA Restroom Assessment – Studio Architects have completed site visits and are working on getting cost estimates for their preliminary report. We expect to review a report by the end of July 2021/early August 2021.
Facilities Maintenance Related Projects
Downtown Library Sewer Line Repair – We have discovered hairline fractures in some pipes in the basement that were allowing sewer gas/smell to escape into the basement. Repairs are scheduled to begin on Monday, June 14th-Wednesday, June 16th. The Ronald J. Norick Downtown Library will be closed to both the public and Library staff during this time and we expect the Downtown Library to be fully operational and to reopen to the public on Thursday, June 17th.
Downtown Library 4th floor classroom partitions – Repairs were performed on the wall panels on the 4th floor Downtown on Thursday, May 27. The contractor has confirmed that the wall panels are safe and secure. The wall panel system has aged; however, further assessment is needed to determine the extent of work needed to make the panels fully operational for the intended purpose.
Downtown Library 4th Floor Meeting Room Presentation Boards/Wall Repairs – We have reached out for quotes for the painting repairs needed. Dennis met with a contractor on June 1 to discuss the scope of the project. Our goal is to complete this by June 30, 2021.
New Del City Library – We are working with the contractor to raise the clearance of the canopy and improve the signage to avoid such issues in the future. The canopy has been manufactured and now we are waiting on a good weather day for the installation of the new canopy.
New Del City Library Humidity - We met with contractors and consultants on May 28, 2021, to discuss humidity issues experienced over the past several weeks. There have been periodic reports of higher humidity at the Del City Library since it first opened to the public. The humidity issue was not persistent. Some days humidity was higher than normal and other days the humidity levels were fine.
However, the past couple of weeks we experienced roof leaks, a water leak/restroom flood, and higher than normal humidity levels. We have been in communication with 3rd parties to include the general contractor, architect, mechanical engineer, ES2, Trane, and the City of Del City to attempt to resolve this issue. Unusually low temperatures, increased rainfall, and lack of sunny days have all been environmental factors which have helped to make the humidity problem worse. There has not been enough call for cooling/demand placed on the systems to help draw down humidity levels. There were attempts to correct this issue by running heating and cooling systems overnight to draw down the humidity levels the week of May 24th. Due to the adverse impact the humidity could have on the materials collection and computer equipment we reiterated we need a quicker solution to draw down the humidity levels to a more appropriate level for the library.
Portable dehumidifiers were installed on May 28th and have been running continuously over the weekend. Humidity levels have decreased but are still not at the goal set of 40%. We are monitoring the situation daily and in communication with appropriate parties regarding the progress/status of the humidity levels at the Library.
Edmond Library – The City of Edmond had the building evaluated by a structural engineer. The City determined there was not significant structural damage; however, the City is working to obtain quotes to determine the needed repairs for the masonry and other surfaces impacted by the collision with the vehicle during the high-speed police chase.
Security Related Projects
Systemwide Access Control Implementation – IT, Facilities Maintenance, and Security have met to regroup on where we are with access control implementation and next steps. Moving forward we will meet at least monthly to discuss progress, problems, and next steps. We will be working on draft edits/updates to access control policy and procedures as we learn more about the system and best practices for the library moving forward.
Downtown Library Access Control - Several Doors have been moved to the new system and are functioning properly. Note: it is critical for any staff member receiving a replacement fob to notify the Security Manager or IT to ensure the fob is enrolled in both the legacy and the new access control systems.
Capitol Hill Access Control - After conversations with IT the decision has been made to incorporate Capitol Hill’s access control into the new system. The location currently has newer style card readers that can be integrated to work with our new access control system at a far lower cost than full replacement. The downside to that will be personnel who are using old style fobs and travel between that location and others will need to carry the old and new fob for an undetermined period. These personnel would include IT, Maintenance, Operations, Security, Janitorial, Pest Control and any Regional Directors and location managers that need to move between sites. The eventual goal is to have everyone on new fobs but the timeline for that extends too far out to reliably estimate at this time.
Bethany Video Surveillance - Working with IT and Bethany Staff, we have identified three locations at Bethany where additional cameras would be greatly beneficial. Cable work has been completed. Install tentatively scheduled for week of May 31.
Security Operational Review - The review has begun with a kick-off meeting and exchange of MLS/Security documentation for review by the consultants. The first six sites (DN, Storage, CH, SO, WR, AL) have been visited. I will send out visit notifications to location managers the week prior to the visits. Site visits for the week of 7 June 2021 will be Service Center, Ralph Ellison, Del City, Midwest City, Village and Edmond.
Public Relations Updates
Public Relations has been working on the advertising campaigns for the Summer Reading program.
Ads will be placed on TV, Radio, billboards as well as digital, online campaigns to retarget customers to our website when they click on our ad on other popular websites.
Ads will run on tv shows like the 10pm nightly news, Jimmy Kimmel, Good Morning America, Dr. Phill, the Food Network, TLC and more.
The billboard campaign will run for five weeks, and ads will be on four to six different billboards every week.
Sites like goodhousekeeping.com, foxnews.com, finance.yahoo.com, housebeautiful.com and CNN.com will host our digital online retargeting ads that will redirect visitors to our summer reading website.
Marketing Updates
Edmond 24-Hour Library
- MLS Logos and PowerPoint presentation have been provided ot IT.
- Draft Marketing and Commnications plan completed.
- New soft launch date: Mid-July 2021
Permanent Curbside Signage
- Figured out new process for ordering signposts and moveable posts from the business office. Will coordinate materials pickup with Maintenance. In each RTO, we will include the specified location where they can pick up the materials, the cart items, etc. and then the business office places the order with Home Depot.
- Question: Does Maintenance need a bag of QuickCrete for each standard pole or any bolts?
- Received completed metal signs for WA, SO, VI and BE. Each mockup was approved by the manager. Once poles are ordered and picked up, we’ll send Maintenance the mockup to use when installing so it is clear where signs need to be placed.
Branding project
- Branding package delivery date: By June 30
- Deliverables include Visual style guide, poster and social media templates, social media cover photos, magazine templates, etc.
Contemporary Art Library
- MLS partnering with Kirkpatrick Foundation (OK Contemporary) to create contemporary art library on second floor of Downtown Library.
- In-person reception Monday, Aug. 23
- Library will include donated art books, furniture, possibly TV with MLS-produced video, signage.
- Costs covered by Kirkpatrick Foundation.
- Special Collections & Research leading project
Next meeting: Tuesday, July 13 at 2:00pm via ZOOM
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