Operations Minutes - July 14, 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. We anticipate there will be a preliminary report available by late August/early September 2021.

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 project has been delayed due to scheduling issues with the City of Edmond’s concrete contractor to install/pour a pad site. Work is now scheduled to begin July 16, 2021 on the installation of the concrete pad site and other infrastructure necessary to support the kiosk.

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 has provided a report of the ADA compliance for the Choctaw, Nicoma Park, Luther, and Harrah Libraries.  The reports provides a cost estimate of $158,000 in construction costs to address all ADA issues as identified in the report.  In the preliminary FY2022 budget we set aside $150,935 for construction costs specifically for ADA improvements. Choctaw, we set aside $100,000 for carpet/other building upgrades and ADA improvements. We will put together a plan and work to address these issues before the end of FY2022.

Facilities Maintenance Related Projects

Belle Isle Temp Library – Hardesty Mechanical is scheduled to perform full replacement of one rooftop HVAC unit at the Belle Isle temp location on the 20^th of this month which is closed until further notice.

Midwest City Library – Quotes were obtained for full replacement of a failing compressor at Midwest City Library. The City of Midwest City agreed to reimburse us for 50% of our direct cost once the repairs are completed by our maintenance team. However, an outside mechanical firm was engaged to perform repairs to existing equipment on July 13, 2021.

Downtown Library 4^th floor classroom partitions – Repairs were performed on the wall panels on the 4^th floor Downtown on Thursday, May 27^th. 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. There has been maintenance done to the wall panel.  They are working as well as can be expected.  Also checked the panels under the panels used for privacy.  They are working correctly.

Downtown Library 4^th 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. Due to having only received one quote for a high amount, this project is currently on hold and will need to be rebudgeted in the FY2022 final budget.

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.

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.

We have been in communication with 3^rd parties to include the general contractor, architect, mechanical engineer, ES2, Trane, and the City of Del City to attempt to resolve this issue.

Portable dehumidifiers were installed on May 28^th and were run continuously for several days. Humidity levels have decreased initially but we are back up in the 70s/80s in terms of inside humidity level despite warmer weather and cooling demand placed on the system.  We are monitoring the situation daily and in communication with appropriate parties regarding the progress/status of the humidity levels at the library.  After the dehumidifiers were removed, and the humidity came back which prompted us to ask for another meeting with the contractors and others which is scheduled for July 13^th .

The July 13^th meeting occurred and it was determined that further investigation is needed. Thermal imaging and water moisture testing are scheduled for July 14^th. Mechanical data is being reviewed by the mechanical engineer that designed the HVAC system for the building to determine whether the Trane system is performing as specified and designed. A follow-up meeting is scheduled for August 10^th,

Edmond Library – The City of Edmond had the building evaluated by a structural engineer. It has been determined there was not significant structural damage; however, further investigation will be performed when repairs move forward regarding surface damage repairs. 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.

Roof Inspections – Maintenance will solicit the assistance of a roofing contractor(s) to conduct overall roof inspections so we can fully assess current conditions. There have been several roof leaks reported during the week of June 28^th due to the large amount of rainfall at Libraries to include Ralph Ellison, Northwest, and the Downtown Library. The City of Oklahoma City is aware and is trying to produce a budget to help us; however, an approximate timeline is not available currently for repairs.

Permanent curbside signs – Maintenance will soon begin installation of permanent curbside signs at all MLS locations. We aim to have this project completed by the end of August 2021.

Removing exterior electrical outlets – Maintenance will soon begin the process of removing and disconnecting exterior electrical outlets at MLS locations. We will not disconnect outlets on enclosed porches or other areas that are not readily accessible to the public after Library operating hours. Maintenance will be in contact with managers about this and to discuss any requests regarding which outlets they may or may not want to disconnect.

Southern Oaks Fire Suppression System – During a recent fire inspection we received notification from the Fire Marshall that the water pressure at the Southern Oaks Library is no longer adequate for fire suppression purposes.  We were told that we must address this as soon as possible to stay in compliance.  We have made no building changes that would impact this system. We have met with Oklahoma City Public Works, and they are contacting line maintenance to see if there is anything going on that would be impacting the water pressure at the library. The other alternative is we have a proposal to redesign the pipe system to increase the water pressure but are total costs to repair this to get pressure back at an acceptable level for the Fire Marshall is currently unknown.

Security Related Projects

Downtown Library Access Control - Work is ongoing. One maintenance door unit and two dock doors remain. Addressed an issue with offline readers by updating firmware in the physical controllers (recommendation from DNA Fusion tech support). Please pass on to your personnel that if they find a reader that’s not working to notify IT so the issue can be logged and the controller reset to make it functional again.

Capitol Hill Access Control – Equipment has been ordered and a tentative start is scheduled for late-July.

Bethany Access Control – Equipment has been ordered. Start date is in discussion phase.

Bethany Video Surveillance – Three cameras have been added to the Bethany location. One exterior and two interior locations. Views have been added to the appropriate video surveillance platform.

Security Operational Review – All locations have been visited and evaluated by the consulting firm. Draft site evaluations have been provided to Security. Next step is the development of the Master Planning Document Draft.

Security Related Training – We are developing training for location-based sessions on Active Shooter and De-escalation practices. Intent is to have each location view a short video in Edubrite then Security personnel will go to the location shortly after and hold an in-person training with staff. We will be reaching out to location managers as appropriate when we are ready to start.

Public Relations Updates

Earned Media: We saw an increase in June earned media which jumped from only 12 articles last month to 31 in June. This was due to all the publicity we got over Fine Free starting July 1, 2021 followed second by Summer Reading coverage. These library activities have been covered on every local news station.

Advertising: For July's advertising, we are still going to be running Summer Reading ads, but we are also throwing a Fine Free ad in the mix as well. Here's the link to that new ad: https://vimeo.com/569577242.  I have planned for the Fine Free ad to run on KFOR, KOCO, KWTV 75% of the time (we get about 55-60 ads for each station each month) and then the Summer Reading ad for 25% of the time.

We’ve also placed ads in the following to promote the Fines Free pilot: OKC Friday, OKC Gazette, Bethany Tribune, Midwest City Beacon, Choctaw Times, and MetroFamily magazine. We will also have it on two billboards during June - one on S-144/I-40 going north and one on I-235(Broadway Ext.)/Britton Road going south from Edmond. Here's a copy of the billboard.

Marketing Updates

Fine-Free Pilot Program

• Announced via MLS blog, social media, email and posters on June 30, with more social posts to come
• Added us to Urban Library Council’s fine free map

Edmond 24-Hour Library

• New soft launch date: September
• Marketing/communications plans completed

Permanent Curbside Signage

• The metal signs have gone out to maintenance.
• Almost all metal poles have been delivered to the service center (4 are hung up in another state).
• All moveable signs have been delivered.
• Victoria sent Dennis and Kristin a doc with specifics on what goes where

Branding project

• Branding package delivered and is currently under review
• Over the next few weeks there will be revisions and a presentation of results to Leadership will be scheduled for a future time.
   

Oklahoma Contemporary Art Reference Library (DN)

• Reviewing print and email invites from Kirkpatrick Foundation designer
• Met with designer at DN to view first and second floor for wayfinding signage designs
• Meeting with vinyl vendor at DN on July 6 to assess signage capabilities

Next meeting: Tuesday, August 3 at 2:00pm via ZOOM