MINUTES TULSA CITY-COUNTY LIBRARY COMMISSION Regular Meeting Thursday, June 15, 2017 Central Library Executive Conference Room 400 Civic Center Tulsa, OK 74103 Present: Vicki Adams for County Commissioner Peters Sally Frasier Rebecca Marks Charles O. Meyers, Jr. William L. Peacher Judy Randle Richard White La Verne Ford Wimberly, Ed.D. Absent: Mayor G.T. Bynum Moises Echeverria Leanne Helmerich County Commissioner Ron Peters Also Attending: Kim Johnson, CEO Monique Sendze, COO Gail Morris, CFO Jonathan Townsend representing Mayor Bynum Bonnie Henke, Tulsa Lib. Trust Doug Mann, Attorney-at-Law Ginnie Graham, Tulsa World 1. The meeting was called to order at 12:00 p.m. by Chairman Bill Peacher. Diane Cariker called the roll for attendance and determined a quorum was present. Jonathan Townsend was in attendance representing Mayor Bynum. Present: Adams, Frasier, Marks, Meyers, Peacher, Randle, White, Wimberly 2. Chairman Peacher read and presented a Proclamation of Appreciation to Susan Lee Stewart upon the occasion of her retirement from 37 years at TCCL. Lee worked at Skiatook and then Brookside Libraries. She adeptly trained teen teamers with great pride, provided lap sit story times complete with animal sounds, and was the PC Pro who knew how to troubleshoot. Her co-workers appreciate her common sense and knowledge. She will long be remembered for her bright hello, lovely style, and beautiful smile. The Commission extended a fond farewell and best wishes for her future. Lee s husband joined her for the occasion. 3. CEO Kim Johnson introduced Johanna Burton from the Adult Services department at Central. Johanna was there to talk about the Tulsa Master Gardener s Partnership, but she also has served on the Tulsa Art Committee for new art at Central and has promoted the seed libraries program. The Tulsa Master Gardeners approached TCCL with a possible partnership. They do an annual series of adult lectures that were held evenings at their headquarters. Wanting to change it up, Tulsa Master Gardeners suggested holding the meetings at the Central Library at lunchtime. We were interested. TCCL provided the space, along with support from PRO, IT, and Facilities. Tulsa Master Gardeners provided the speakers, the slides, materials, and a core dedicated audience. Attendance went from 20-30 people at their headquarters to 68 at the Central Library. Lunchtime events were held through April and May in various meeting rooms and in the Tandy garden (attendance of 86) on topics including herbs, tomatoes, butterflies, and plants complete with door prizes. This has been a successful partnership inspiring passion and relationships. 4. Kim Johnson recognized Laura Raphael for her recent Rave Review Award. Laura serves as TCCL s Children s Services Coordinator which includes a multitude of duties including coordinating evaluations of effectiveness, reviewing children s programs and services, and
developing TCCL resources and services based on best practices. Laura goes the extra mile with every project, always working closely with the children s staff, her co-workers in Youth Services, and her manager. She consistently keeps in mind how library services and programs best serve the needs of Tulsa-area children, parents and caregivers. For this and more, Laura is deserving of the Rave Review. Laura s husband and mother were in attendance. Pictures were taken. 5. Kim Johnson gave the CEO report. She thanked commissioners who had helped to sign-up customers for Summer Reading, reported that Library Leadership Team members have visited three libraries each to also assist with Summer Reading, and introduced Jennifer Greb as the new System-wide Services Director. Jennifer will now be a part of Library Leadership Team. The Staff Report is attached. 6. CONSENT AGENDA Minutes from the May 18, 2017 Library Commission meeting Budget and Finance - Finance Report - Approval of Disbursements - Approval of 2017-2018 Tulsa County Maintenance Agreement for Tulsa City-County Library Owned Vehicles - Approval of Breath of Fresh Air Janitorial Service Contract 2017 2018 - Approval of Top Shelf Turf Management, Inc. Contract Renewal for Fiscal Year 2017-2018 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) - Approve Travel Requests Physical Facilities - Report on the surplus sale and disposal of personal property acquired by purchase or other means. Services and Collections - Vote to approve or disapprove Resolution for Schools and Libraries Universal Services (E- Rate) for 2017-18. This resolution authorizes filing of the Form 471 applications for funding year 2017-18 and the payment of the applicant s share upon approval of funding and receipt of services. A motion was made by Mr. Meyers, to approve the Consent Agenda items, except for the three contracts listed under Budget and Finance: Tulsa County Maintenance Agreement for Tulsa City-County Library Owned Vehicles, Breath of Fresh Air Janitorial Service Contract 2017 2018, and Top Shelf Turf Management, Inc. Contract Renewal for Fiscal Year 2017-2018. The motion carried. yeas Adams, Frasier, Marks, Meyers, Peacher, Randle, White, Wimberly
The three contracts listed under Budget and Finance on the Consent Agenda have an issue with how they are styled. Doug Mann, library legal counsel, said that the contracts on pages 34, 37 and 46 of the packet had form issues. A motion was made by Mr. Peacher, seconded by Ms. Marks to approve all three contracts subject to revision of form by legal counsel. The motion carried. 7. BUDGET AND FINANCE COMMITTEE 1) Library CFO Gail Morris reported that a draft of the Budget for 2017-2018 was presented at the May Library Commission meeting. Having no substantive changes made to the Budget a motion was made by Mrs. Randle, to approve the 2017-2018 Budget as it stands. The motion carried. 8. PERSONNEL COMMITTEE 1) Last month a proposed Holiday Schedule for 2018 was presented. With 30 days to review and only minor changes made in the schedule from previous years, a motion was made by Mrs. Frasier, to approve the proposed 2018 Holiday and Sunday Schedule. The motion carried. A copy is attached. 2) At the May Commission meeting a 2.5% market adjustment was presented for staff and an updated salary chart for the 2017-18 fiscal year. Staff did not receive a market adjustment in the 2016-2017 fiscal year. A motion was made by Mrs. Frasier, to approve a market adjustment (cost of living) increase of 2.5% for the 2017-2018 fiscal year to begin in July, 2017. The motion carried. A copy is attached. 3) An update to the Injury Leave/Workers Compensation portion of Chapter 10 of the Policy Manual was proposed at the May commission meeting. This change is needed as the existing Injury Leave policy conflicts with benefits provided through our Worker s Compensation insurance coverage. The updated language was provided to you earlier this week, and is also found beginning on page 113 of your packet. The proposed policy removes language related to injury leave and allows staff to use accrued benefits to supplement Worker s Compensation Total Temporary Disability (TTD) payments if they so desire. A motion was made by Mrs. Frasier, to approve the updated language related to the Injury and Workers Compensation leave portion of the Tulsa City-County Library Policy Manual, Chapter 10. The motion carried.
9. PHYSICAL FACILITIES COMMITTEE 1) When TCCL purchased the Harvard Shops (two strip centers owned by TCCL to the west of the Schusterman-Benson Library), we contracted with the existing property management company for the first year of operations. We now have had time to select a company that best fits our short and long term goals for the site. GBR Properties, Inc. came highly recommended and has a long history of successful property management for these types of operations. GBR s fees are slightly higher than the company that holds the current contract, but we feel that GBR is a good match for these retail spaces. GBR has a proactive management style which will translate into strong tenants and exceptional property oversight. We do not know how long we will hold this property before we begin work on the Schusterman-Benson Library. The Schusterman Library is doing well meeting the demands of the community, therefore any significant renovation or expansion would not take place for a number of years. A motion was made by Mr. Meyers, to approve the property management agreement with GBR Properties, Inc. The motion carried. 10. SERVICES AND COLLECTIONS COMMITTEE 1) Quarterly Statistics for 3 rd Quarter FY 2016-2017 Monique Sendze reviewed the Quarterly Statistics for January March, 2017. Trends show an overall increase in total circulation of 3%. Online traffic continues to grow with catalog usage up (9%), website usage up (4%) and mobile app visits up (4%). Online Learning Databases are also seeing substantial growth with services such as Universal Class, Mango Languages and Lynda.com growing. Computer use has decreased by 12%; however wireless use increased by 134% which is an indication that customers are using their own devices more and more while inside our libraries to access resources. 11. PRESENTATIONS 1) Amy Stephens gave a presentation on Summer Lunches 2017. Last year the library partnered with the Community Food Bank, and Tulsa Public Schools (TPS) to provide lunches for children at three library locations: Rudisill Regional, Martin Regional, and Zarrow Regional libraries. It was a success. This summer three more library locations have been added: Maxwell Park, Suburban Acres, and Kendall-Whittier libraries. The project this summer is not partnered with TPS. The program began on June 1 and to date 791 meals have been served at the six library sites. 2) A promotional video was shown that included information and pictures about the HVAC system, the solar panels on the roof and the rainwater collection at the Central Library. 3) Suanne Wymer, Youth Services Manager reported on the first two weeks of the 2017 Summer Reading Program that began on May 30. In the first two weeks of the program, 5,648 preschoolers and 13,206 children have registered for a total of 18,854 children. This is a 20.96% increase over the first two weeks in 2016. Teens and tweens show 3,978 registered which represent a 23.68% increase over last year. Adults show 5,359 registrations which represents a 50% increase over the first two weeks of the program last summer. The Mayors of Broken Arrow, Collinsville, and Skiatook responded to a challenge from Tulsa Mayor G.T. Bynum to offer their support of the summer reading program as community leaders by participating in the mayoral challenge. Another community challenge
was issued by Tulsa s District 1 City Councilor Vanessa Hall-Harper to children in her district who use the Rudisill Regional and Suburban Acres Libraries to increase summer reading registration by 5% or more over last year. If the challenge is met, they will earn an end-ofsummer lunch party and a chance to see Councilor Hall-Harper take a pie to the face. Suanne expressed appreciation of the many community leaders and program sponsors, as well as Library Commissioners who have spent time to help Teen Teamers at the various branch libraries. 12. The next regular meeting of the Tulsa City-County Library Commission will be 12:00 noon, Thursday, July 20, 2017, at the Central Library, 400 Civic Center, Tulsa, OK 74103 in the Executive Conference Room on Level L. The meeting was adjourned at 1:00 p.m. Respectfully submitted, Bill Peacher, Chairman for Rebecca Marks, Secretary The final agenda was posted at the Central Library; and on the Tulsa City-County Library Commission web page on Wednesday, June 14, 2017. A meeting Notice was sent on June 1, 2017 to the City and County Clerks, posted at the Central Library, and posted to the Tulsa City-County Library web page. Summary of items approved in the consent agenda: BUDGET & FINANCE a) As of May 31, 2017 the following Balance Sheet entries were reported: Depository Fund, & Credit Card Revenue: $ 2,046,966. Total Accounts Receivable $ 1,374,043 Library Sweep Investments: $ 13,558,973. TOTAL: $ 16,979,982. Accounts Payable and Encumbrances $ 553,938. Assigned Fund Balances $ 6,981,213. Unassigned Fund Balance - Inclusive of Y-T-D Revenue over Expense $ 9,444,831. TOTAL: $16,979,982. b) Disbursements were: Insurance & Benefits 152,897.10 Maintenance 314,189.23 Materials 320,727.95 Capital Outlay 119,521.00 Miscellaneous 8,452.02 TOTAL: $915,787.30
PERSONNEL a) Requested & approved PERSONNEL ACTIONS for June were routine in nature & included: Appointments 5 Change in Status 3 Change in Status/To a Higher Grade 2 Death 1 End of Employment 2 End of Temporary Employment 1 Performance Increases 18 Resignations 5 Title Change 1 To a Higher Grade 2 To a Lower Grade _1 Total: 41 b) PAYROLL totaled: $1,208,270.06 for 404 employees. The summary for the Affordable Care Act fees and the staff benefits for the month of June is as follows: Affordable Care Act $4,316.00 Community Care $75,426.03 Hartford Life $1,556.40 Delta Dental $5,367.57 Hartford Long Term $1,820.68