Absent: Mayor G.T. Bynum Moises Echeverria Leanne Helmerich Rebecca Marks Richard White

Transcription

1 MINUTES TULSA CITY-COUNTY LIBRARY COMMISSION Regular Meeting Thursday, March 16, 2017 Herman and Kate Kaiser Library Meeting Room 5202 S. Hudson Avenue Tulsa, OK Present: Vicki Adams representing County Comm. Ron Peters Sally Frasier Charles O. Meyers, Jr. William L. Peacher Judy Randle La Verne Ford Wimberly, Ed.D. Absent: Mayor G.T. Bynum Moises Echeverria Leanne Helmerich Rebecca Marks Richard White Also Attending: Kim Johnson, CEO Monique Sendze, COO Gail Morris, CFO Jonathan Townsend representing Mayor Bynum Doug Mann, Attorney-at-Law 1. The meeting was called to order at 12:10 p.m. by Chairman Bill Peacher. Diane Cariker called the roll and determined a quorum was present. Present: Adams, Frasier, Meyers, Peacher, Randle, Wimberly 2. Kim Johnson introduced Bobbie Bridgewood, Herman and Kate Kaiser Library Manager, who in turn introduced her staff present including Rebecca Jordan and Mark Cotner. The library is ten years old now and still very beautiful and busy as well. Ms. Bridgewood has been manager for one year this month. She told commissioners how much she appreciates all they do for the library and staff and invited them to tour the library. 3. Kim Johnson recognized Chris Rogers, Central Assistant Manager of Circulation for his recent Rave Review Award. Chris is well known for asking Is there anything you need from me? He constantly looks for ways to add value to the library experience for both staff and customers. He is regularly the last stop for resolving many of the most difficult, intricate customer service issues. He truly has a gift for turning difficult transactions into a great customer service experience. For this and much more, Chris deserves a Rave Review. 4. Kim Johnson gave the CEO report. She reported the following: A literacy PSA in March yielded 15 volunteers in one week!! The Literacy Department has received several calls from people wanting to volunteer to tutor adults. The number of people on the waiting list for tutors has been reduced. Mrs. Frasier said she learned from the PSA that 14% of Tulsans are illiterate. The annual Volunteer Appreciation event will be held on Sunday, April 23 at the Central Library in the Pocahontas Greadington Room. The volunteers will be appreciated in two categories: Years of Service and Hours of Service. John Fancher from the library s public relations office and Sarah Davis from Martin Regional won a Gold Award from the Parenting Media Association for their children s book reviews published in TulsaKid s Magazine. An was just received from KJRH Channel 2. The news station wants to do a story at Hardesty Regional Library about a student who got a perfect score on his ACT. The

2 student wanted to have the story done at HRL because that is where he did most of his studying. Mrs. Johnson asked everyone to make plans to visit Central Library this Thursday and Friday and next for March Madness in the Garden. Bring your lunch and enjoy the games and the garden. The Staff Report is attached. 5. CONSENT AGENDA Minutes from the February 16, 2016 Library Commission meeting Budget and Finance - Finance Report - Approval of Disbursements Personnel - Approve Payroll - Personnel Actions (Proposed Personnel Actions are available 24 hours in advance of this meeting in the Business Office at the Central Library (L1) located at 400 Civic Center in Tulsa for review and copying) - Travel Requests Hearing no request to deal with any Consent Agenda item separately, a motion was made by Ms. Adams, seconded by Mrs. Frasier, to approve the consent agenda in total. The motion carried. yeas Adams, Frasier, Meyers, Peacher, Randle, Wimberly noes none abstained none 6. PERSONNEL COMMITTEE 1) Certified Healthy Oklahoma Award In late Oct. 2016, the Library applied to become a Certified Healthy Oklahoma workplace. On Jan. 3, Dr. Terry Cline, Commissioner for the Secretary of Human Services, notified TCCL that we had met the criteria to become a Certified Healthy Business at the Merit award level. Shauna McConnell, Chief People & Commission Support Officer, attended the award ceremony, featuring Governor Fallin as speaker, on behalf of the Library on March 1. The Tulsa City-County Library was recognized for its accomplishment at the Merit level with a certificate and sticker to proudly display at the library. TCCL was in good company that day with several sister libraries receiving recognition as well. The ceremony in Norman, Oklahoma, drew hundreds of people from across the state to receive an award for their organization, school, campus, early childhood program, congregation, community or business. In her address, Governor Fallin highlighted the fact that Oklahoma has reduced tobacco usage by 15% and is focused on dealing with the abuse of prescription drugs. She thanked all of us for our hard work in making Oklahoma a healthier place to live and asked us to continue to help by striving to make our workplaces even healthier. 2) Payroll Program Update The Office of People & Culture (OPC) had to upgrade their Human Resource Information System software to a new platform in late 2015 and took advantage of the upgrade to install some new software to help OPC provide better internal customer service to staff. One big piece is a new Payroll system that integrates with TCCL s HR software. It has been over a year in implementation and we re finally ready to go live with it this month.

3 The old payroll software did not integrate with our HR systems which required twice the data entry and significantly increased the risk of errors. It was also somewhat limited in functionality and could not provide electronic pay vouchers. Sage Payroll integrates seamlessly with our HR software reducing the need to manage multiple databases and the risks of errors. It also offers new functionality that staff have been requesting for years, the ability to view and print their Pay History through the employee self-service portal. This function eliminates the need to print over 400 pay stubs every month and allows staff to access up to two years of their pay history whenever they need it (for car loans, purchasing a home, etc.). Even those who still get a physical paycheck will be able to view/print their Pay History. Since calculating payroll is generally a behind-the-scenes function, the only changes staff may experience are: the ability to access their Pay History in the employee self-service portal. The information on the check stub will be in a better, more intuitive arrangement. Hourly employees will see their actual pay period indicated on the stub rather than the calendar month pay period for salaried employees (this is very helpful when applying for loans). Everything else, pay dates, direct deposits, paper paychecks, etc. will remain the same. 7. SERVICES AND COLLECTIONS COMMITTEE 1) Policy Manual Updates - Chapters Four, Five and Six At last month s Commission meeting, commissioners received revisions for Chapters 4, 5 and 6 of the Policy Manual for their review. The Library Leadership Team recommended the changes to ensure consistency of service to the public and to aid staff in their decision making. Chapter four covers library cards, Chapter five details our Circulation Policies and Chapter six explains Public Relations Policies. Chairman Peacher pointed out the following: On 4 4 on page 39 of the commission packet in Chapter 4 under Minors 17 and Younger, the word guardian parent or guardian can be eliminated. Also, the 4 th bullet beginning For a minor to receive a library card..., is a duplicate and can be removed. The 5 th bullet should read, Minors may apply online for a temporary card. A motion was made by Mr. Meyers, to approve Chapters Four, Five and Six of the TCCL Policy manual with the above changes. The motion carried. yeas Adams, Frasier, Meyers, Peacher, Randle, Wimberly noes none abstained none 2) Policy Manual Updates - Chapters Seven and Eight The Library Leadership Team continues to review and update all eleven chapters of the Policy Manual. Copies of the proposed changes to Chapters Seven and Eight are in your packet. Chapter Seven deals with Collection Management and Chapter Eight with Buildings, Grounds and Equipment. We will have 30 days to review them. Action will be called at the April Commission meeting.

4 3) Book Amnesty Program The Bring Back the Books (and music and movies) initiative is designed to encourage customers to bring back outstanding items that have fines currently associated with them. Customers with outstanding checked out items may not be returning said items and may not be using the library due to fines associated with these items. To encourage these customers to return their items and resume utilizing library services, TCCL is going to hold the Bring Back the Books (and music and movies) initiative, April 1-20, During this time, the library will waive fines, not fees, for returned items. 4) New Services a) Weekly Account Summary Customers typically must log into their accounts to follow up on the status of their items and fines after an initial notification is sent. Often customers do not remember to check their accounts to find out the status of items and fines. In order to be more proactive with account information, we are sending weekly s to customers with an account summary. The will include: Number of checkouts and a list of all title/author information. Number of holds ready for pickup and a list of title/author information with the pickup location Total amount owed A link to pay fines & fees online An unsubscribe option b) Courtesy Renewals All checked out items that are eligible for renewal will automatically do so on their due date without customer intervention. This service follows the same circulation policies that are involved when manually renewing items. If the renewal is not successful, customers who are signed up for notifications will receive a notice of which items were not renewed so they know which ones to return. 8. PRESENTATION Kim Johnson showed a draft 1.5 minute video -- an overview of all of the Central Library. Mrs. Johnson said that Central has so many great spaces now that need to be advertised to get people to use them. The videos can be used by staff to promote the Central Library using social media, our website and when doing presentations to groups around the county. The videos will be made widely available to groups such as Friends of Tulsa City-County Libraries who make presentations. Dr. Wimberly suggested running the videos on the T.V. stations. 9. NEW BUSINESS Sally Frasier reported that as chair of the Legislative Committee she is receiving updates on legislation that affects libraries. There are four bills that are now before the legislature. Attorney Doug Mann said that his law office can track the legislation. If agreeable he will have his assistant send an update to each commissioner on the specific bills on a weekly basis.

5 10. SPECIAL LIBRARY COMMISSION MEETING - The next special meeting of the Tulsa City-County Library Commission will be a Library Commission Retreat from 5:30-8:00 p.m. on Thursday, April 13, 2017 in the Pocahontas Greadington Learning and Creativity Center on LL2 at the Central Library. Chairman Peacher said that he hoped that all Commissioners will have an opportunity to come as the Retreat is a valuable meeting. A lot of topics will be covered and it is a great way to get to know each other better. There will be some important decision topics discussed. A light dinner will be served. THE NEXT REGULAR MEETING - The next regular meeting of the Tulsa City-County Library Commission will be 12:00 noon, Thursday, April 20, 2017, at the Pratt Library, 3219 S. 113 th W. Avenue, Sand Springs, OK in the Meeting Room. The meeting was adjourned at 12:36 p.m. Respectfully submitted, William Peacher, Chairman for Rebecca Marks, Secretary The final agenda was posted at the Herman and Kate Kaiser and Central Libraries; and on the Tulsa City-County Library Commission Web page on Wednesday, March 15, A meeting Notice was sent on February 23, 2017 to the City and County Clerks, posted at the Herman and Kate Kaiser and Central Libraries, and posted to the Tulsa City-County Library web page. Summary of items approved in the consent agenda: BUDGET & FINANCE a) As of February 28, 2017 the following Balance Sheet entries were reported: Depository Fund, & Credit Card Revenue: $ 1,794,141. Total Accounts Receivable $ 874,306. Library Sweep Investments: $ 20,657,614. TOTAL: $ 23,326,061. Accounts Payable and Encumbrances $ 531,760. Assigned Fund Balances $ 6,981,213. Unassigned Fund Balance - Inclusive of Y-T-D Revenue over Expense $15,813,088. TOTAL: $23,326,061. b) Disbursements were: Insurance & Benefits 155, Maintenance 590, Materials 249, Capital Outlay 29, Miscellaneous 56, TOTAL: 1,081,695.69

6 PERSONNEL a) Requested and approved PERSONNEL ACTIONS for March were routine in nature and included: Appointments 9 Change in Status 2 End of Temporary Employment 5 Lateral Transfer 1 Performance Increases 21 Resignations 5 Retirement 1 To a Higher Grade 4 Total: 48 b) PAYROLL totaled: $1,199, for 407 employees. The summary for the Affordable Care Act fees and the staff benefits for the month of March is as follows: Affordable Care Act $4, Community Care $72, Hartford Life $1, Delta Dental $5, Hartford Long Term $1,860.30