Operations Minutes - September 07, 2021

MLS Operations Update – September 7, 2021

Capital Projects 
 

Belle Isle Renovation/Addition – The steel support structure is nearly complete. The framing for the curtain wall (glass store front facing NW Expressway) is installed and the shape of the front of the building is evident. They are currently projecting construction completion by the end of December 2021.

New Almonte Library – The preliminary report has been received. This extensive document includes preliminary detailed drawings of the library including civil, code review, mechanical, electrical and plumbing as well as interior design and landscaping. The document is under review by both MLS and the City of OKC. The next phase of the project will be final plans and specifications which is expected to take 120 days.

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 canopy has been installed. We are awaiting delivery and installation of the kiosk equipment.

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. Maintenance has been working to isolate small leaks in the flat roof.

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.

The City of Oklahoma City has recently issued a notice to proceed to a lighting contractor to improve exterior lighting and to run conduit for the installation of additional exterior security cameras.

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 report 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 are working on a plan of execution to address these issues before the end of FY2022.

Downtown and CH signage project – The final drawings have been reviewed and approved. We will follow up with installation information as soon as it is available.
 

Upcoming projects include: New carpet for Warr Acres Library and moving Belle Isle Library.

Facilities Maintenance Related Projects

Harrah Library – The HVAC rooftop unit has been changed out and maintenance is in the process of repairing faulty ductwork discovered in the course of installing the replacement equipment. Once the ductwork repairs are completed, we will schedule an inspection of the new equipment.

Custodial flooring work – Our janitorial vendor, SourceOne, will be scheduling waxing of hard surface floors over the course of the next month. We will share with Library managers once the dates are finalized. The waxing will take place overnight, and there should be no issue with staff arriving in the morning as the wax will have set by then.

Midwest City Library – The rebuilt compressor has been installed.

New Del City Library – The canopy has been reinstalled that was damaged in early 2021.

New Del City Library Humidity – We have seen improvements in the humidity levels. A follow-up meeting was held August 10^th. We have worked with ES2 to program the units to run differently at night (Some cooling and some heating at the same time in a rotating order). 

Edmond Library – 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.

Permanent curbside signs – Maintenance has started installation of permanent curbside signs at all MLS locations. The mobile stands have been sent to each library. The materials needed for securing the poles in the concrete are estimated to be 4-6 weeks out due to international shipping delays.

Removing exterior electrical outlets – Maintenance has started 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 – On September 2, 2021 the City of Oklahoma City Public Works agreed to pay for the repairs for the water pressure on the fire suppression system. The estimated cost is $21,000. The City is working with its purchasing department to raise the limit on their contract with Firetrol. Once this is completed a purchase order will be issued for the work to begin.  Public Works has informed the Fire Marshall of the plans to update the system as soon as possible. A meeting is scheduled for September 21, 2021 to discuss next steps.

Security Related Projects

Wright – A request for addition of cameras, speakers and after/hours monitoring through TriCorps 24/7 Ops Center (with a direct talk down capability at Wright from the Ops Center) has been sent for budgetary review/addition in FY2022. It has been noted that turning off the WIFI after work hours has greatly reduced the transient issues at the Library.

Capitol Hill Access Control – Installation is underway. Upon completion personnel who travel between locations and CH staff will need new fobs to access the facility. Please coordinate with IT for issue of the new fobs.

Bethany Access Control – Installation is underway. Upon completion personnel who travel between locations and CH staff will need new fobs to access the facility. Please coordinate with IT for issue of the new fobs.

Security Operational Review – Draft document has been provided and shared with the EC and RD's. I will be submitting edits to LCI week of 9/6/21.

PITS Snapshot – The table that follows shows the high-level view of incidents and informational categories for MLS to date. Note that counts are compared to last year, last month and also gives the count for month to date.

Public Relations Updates

Earned media articles are down to our normal level of press, but that is to be expected after lots of positive news stories in June & July (Summer Reading, Sit & Stay stage, Fine Free). Both KOCO and the Journal Record reported on the new Contemporary Art Reference Library that is now available on the 2nd floor of the Downtown Library. Lucas Ross of KAUT morning news mentioned the Library's Children Reading to Dogs program after talking about a similar program with cats somewhere else in the nation. KOCO continues to be the TV station that mentions us the most with KOKH Fox following second.

For September advertising, we are running two TV ads - Homework Help since kids are back in school and one for Library Card Sign-Up month. KMGL will also be running some Homework Help radio commercials throughout the month. I am also changing the originally scheduled "We're Open" billboards to Homework Help and Library Card Sign Up.

Marketing Updates

Info Magazine
 

• First issue will publish at end of month; currently gathering content for November issue

HUM Recruitment Campaign
 

• Helping HUM reach prospective job candidates through social media advertising on Facebook/Instagram and LinkedIn, plus emails to non-customers throughout Oklahoma County who are seeking jobs

Library Card Sign-Up Month

• Marketing is involved in publishing social media posts encouraging customers to get their library cards throughout September, as well as social media ads and emails to non-customers who may not know about us

Reopening Marketing/Communications Plan
 

• Marketing and PR have discussed ways we can celebrate the Library fully reopening and will assemble marketing/communication plans.
  
  • Gathering quotes for large vertical “OPEN” banners branded for MLS

Edmond 24-Hour Library
 

• New soft launch date: September
• Marketing/communications plans completed
• Social media needed: video walk-through dependent on kiosk being in operation

Branding project

• Branding package was presented to the Leadership Team and we’re awaiting design assets from branding agency
• What comes next: Presentation of assets system-wide, rollout of Canva Pro that includes branding toolkit that staff across the system can use
   

Oklahoma Contemporary Art Reference Library (DN)

• Installed: directional floor stickers, end caps
• To be installed: selfie banner, fishbowl wrap, vinyl signage for glass wall near ART Library, first- and second-floor elevator wraps, staircase adhesive signage
• Large TV screen to be installed and publicity photoshoot photos will be displayed here
• New grand opening event date/time: 2-4 p.m. Monday, Oct. 18
• Email save the dates and print invites will be sent in September

Sept. 11 Exhibit

• In addition to helping Downtown Library create an exhibit of printed 9/11 posters, Marketing reformatted provided graphics to display on our in-library TV screens Sept. 1-30

Next meeting: Tuesday, October 5 at 2:00pm