X-Change Meeting Minutes for August 15, 2011

X-Change Meeting Minutes

Date: August 15, 2011

Location: Ralph Ellison Library

Those in Attendance:

Ann Alliota, Lynda Bahr, Julie Ballou, Roy Balloum Kay Bauman, Rosemary Czarski, Denyvetta Davis, Kellie, Delaney, LaVetta Dent, Priscilla Doss, Anne Fischer, Jana Hausburg, Linda Hyams, Heidi Johnson, Chris Kennedy, Jack Kinzie, Lloyd Lovely, Karen Marriott, Tera McAmis, Candace McDaniel, Dana Morrow, Todd Olberding, Michael Owens, John Raahal, Ric Rea, Pauline Rodriguez - Atkins, Debbie Robertus, Anita Roesler, Diane Sarantakos, Kim Terry, Tracey Thompson, Angela Thornton, John Utley, Maria Watkins, Randy Wayland, Jimmy Welch, Patrick Williams, John Wood

Welcome

Kay Bauman called the meeting to order at 2:00 pm. Kay welcomed the supervisors to the Ralph Ellison Library and X-Change meeting.

Culture Survey Update

Kim Terry reviewed the charge of the three culture survey committees and the formation of the ad-hoc committees formed afterwards. She went over the progress that the committees have achieved with the supervisors. See Attachment A for notes from the Ad Hoc Culture Committees. 

Classification and Compensation Study

Kay Bauman discussed the webpage devoted to the Class and Comp study and discussed the various steps that have gone into the process so far. The finance committee met on August 11, 2011 with Laura Francisco who presented the recommendations from the Singer Group. All the recommendations were approved by the finance committee and will go to the commission meeting on August 25, 2011. Kay opened the floor for questions and comments from supervisors.

Budget

Lloyd Lovely presented the following highlights with the supervisors:

• Even though Oklahoma’s housing market was projected to reduce, the ad valorem tax did not reduce. 
• Right now we are looking great budget-wise. 
• The market increase for staff this year will be 2.5%. 
• The expense of NW was a worry but it is opening and everything is budgeted and we absorbed the expense and didn’t have to adjust for it. 
• We’re in a place where we can offer new services with this year’s budget.
• There is a million dollars in reserves for next year.

Policies

Kay shared the following drafts of policies and procedures with the supervisors for review, discussion, and suggestions:

• SH 410 and 410.1 
• SH 610 and 610.1
• SH 620, 620.5, and 620.6

Construction Updates

Northwest – Julie Ballou

• Job announcements have gone out for Assistant Manager and Librarians
• Many e-mails are coming in from the community through the Northwest website. People are very excited and want to help however they can. 
• There have been meeting room inquiries but at this time there is no way to book the rooms yet.
• The parking lot is being paved and the ceilings are being put in. 
• The doors are coming and the furniture package went out for bids.
• Julie shared the public art that was selected (attachment B)
• New hires will go to other locations for training and system wide experience.
• The following information was shared about the collection moving process:
• There are 1,800 boxes with 116,000 items to move
• 5000 items do not have RFID tags and we are unsure which items those are.
• There are still items that need to be processed
• Items are currently housed in three locations (DN, CH, and SC) and everything will be moved to the Service Center.
• The sorter will start sorting through the boxed items, which should take 14 days.

Southern Oaks – Randy Wayland

• The library is still in the demolition process
• The north drive is in process.
• The furniture and fixture meetings have been concluded.
• The library will love very different, everything is more modern.
• Public art meetings are currently taking place

Other Construction Updates – Todd Olberding

• Tera and Todd have met with Del City about a new library.
• Jones has come up with money for building their new library and are starting documentation.

Adjournment

After no further business the meeting was adjourned at 3:45 p.m.