MINUTES TULSA CITY-COUNTY LIBRARY COMMISSION Regular Meeting Thursday, April 20, 2017 Pratt Library Meeting Room 3219 S. 113 th W. Avenue Sand Springs, OK 74063 Present: Sally Frasier Leanne Helmerich 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 County Commissioner Ron Peters 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 12:02 p.m. by Chairman Bill Peacher. Diane Cariker called the roll and determined a quorum was present. Jonathan Townsend was in attendance representing Mayor Bynum. Present: Frasier, Helmerich, Meyers, Peacher, Randle, White, Wimberly 2. CEO Kim Johnson introduced Chris Lair, Pratt Library Manager, who in turn introduced his staff present including library associates Patsy Kinser 16-year employee, Connie Krute 15 years, and Carole Gilliland 15½ years. Donna Fitzgerald and Tess Paden were not in attendance. Pratt Library began and was housed in a trailer for many years. The Pratt Library building is now 41 years old. Chris reviewed last year s numbers for the Pratt Summer Reading Program indicating that they were on track now historically. Staff are working on school visits and gearing up for the Zone Service Model implementation as well as this year s Summer Reading. Chris announced that this Saturday (Apr. 22) is the Herbal Affair in Sand Springs. 3. Kim Johnson recognized Emma Walker, Library Associate at Zarrow Regional Library for her recent Rave Review Award. Emma was nominated in Fall of 2016 for her leadership while she worked at Librarium and for her acceptance of responsibility and second lead. While the Manager was regularly working on projects at Central Library renewed, Emma keep the library going with reports, coverage, and staff direction, etc. all during a very busy summer reading program. She is an excellent communicator. She understands the library s mission to serve all customers. Because of her good judgement, drive and work ethic Emma Walker is deserving of the Rave Review. 4. Kim Johnson gave the CEO report. She reported the following: Several staff including Kim Johnson went to the state capitol yesterday for Library Legislative Day to advocate for public libraries. (also Amy Stephens, Barry Hensley, Buddy Ingalls) Two Friends of Tulsa City-County Libraries members joined them. The group went to talk about some of the budget cuts affecting the Oklahoma Department of Libraries and they got to see quite a few legislators, even though it was a busy time at the capitol. Most legislators talked about how wonderful the Tulsa City-County
Library is and told stories of family member interactions. Staff shared with legislators all of the great things the library is doing to support education and the citizens served. The Library received a local award -- The Tulsa Voice award called the Best of Tulsa. The Tulsa City-County Library received the top nod for The Best Place to Learn Something New. TCCL received an award and an article in the Tulsa Voice magazine. Mrs. Johnson highlighted the following upcoming events: o On Tuesday, April 25 at 7 p.m. there will be an Author visit and book signing at Martin Regional Library featuring Tim Hernandez. o The Friends of the Helmerich Library Annual Book Sale will be Apr. 20-22, 2017. o The Fourth Annual Touch-a-Truck program at the Owasso Library will be on Sat., Apr. 29, 2017 from 10:00 a.m. Noon. The Staff Report is attached. 5. CONSENT AGENDA Minutes from the March 16, 2017 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) - Approve Shauna McConnell Mutual Separation Agreement - Approve Travel Requests Physical Facilities - Approval to declare as surplus the Thomas Transit Liner Bookmobile, the 2003 Chevy 2500 Pickup and the Chevy/Isuzu Box Truck. (Proposed Surplus vehicle descriptions 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) - Approval to declare as Surplus the Information Technology (IT) Equipment and authorize the CEO to dispose of the equipment in manner that is in the best interests of TCCL. - (Proposed Surplus Information Technology Equipment listing is 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) Hearing no request to deal with any Consent Agenda item separately, a motion was made by Mr. Meyers, seconded by Mrs. Frasier, to approve the consent agenda in total. The motion carried. yeas Frasier, Helmerich, Meyers, Peacher, Randle, White and Wimberly noes none abstained none 6. PERSONNEL COMMITTEE 1) 2018 Library Commission Meeting Schedule The proposed 2018 Library Commission schedule was presented in the
Commission packets. There will be a 30-day review period and a vote taken at the May Library Commission meeting. Rebecca Marks joined the meeting. 7. SERVICES AND COLLECTIONS COMMITTEE 1) Policy Manual Updates - Chapters 7 and 8 Having had 30 days to review the revisions, Mr. White made a motion to approve the revisions to Chapters Seven and Eight of the TCCL Policy manual. The motion carried. yeas Frasier, Helmerich, Marks, Meyers, Peacher, Randle, White and Wimberly noes none abstained none 2) Policy Manual Updates Chapter 9 The Library Leadership Team continues to review and update all eleven chapters of the Policy Manual. Copies of the proposed changes to Chapter Nine is in your packet. Chapter Nine deals with Budgeting and Purchasing. Commissioners will have 30 days to review them. Action will be called at the May Commission meeting. 8. LONG RANGE PLANNING COMMITTEE 1) Tulsa City-County Library 2016 2020 Strategic Plan In January, the Library Leadership Team with input from staff around the system worked to map out the library s strategic direction for fiscal years 2017-2020 for the Strategic Plan dated 2016-2020. The library s three strategic goals are to: Promote lifelong learning and literacy in all forms Contribute to stronger communities; and Cultivate engaged employees The Tulsa City-County Library exists to support and assist customers and the communities we serve. The goals are strategically aligned in a way that builds upon each other, creating a lasting and multi-level impact which can be felt across our organization and throughout Tulsa County. When we focus our attention on promoting lifelong learning and literacy, we in turn contribute to stronger communities where individuals are not bound by barriers to learning. Instead we create communities of equal access and endless opportunities. Building these communal ties isn t possible without engaging the talents and ideas of our outstanding employees. This year, as we invest in our numerous programs and robust resources, we do so with a strategic focus on these three goals and their incredible significance to our library customers and broader Tulsa County communities. These strategic goals were presented in the packet. Commissioners have 30 days to provide input. 9. PRESENTATION Kim Johnson showed a draft 1½ minute video focusing on the technology at the Central Library with all of its unique learning centers. 10. THE NEXT REGULAR MEETING of the Tulsa City-County Library Commission will be
12:00 noon, Thursday, May 18, 2017, at the Owasso Library, 103 W. Broadway, Owasso, OK 74055 in the Meeting Room. The meeting was adjourned at 12:20 p.m. Respectfully submitted, Rebecca Marks, Secretary The final agenda was posted at the Pratt and Central Libraries; and on the Tulsa City- County Library Commission Web page on Wednesday, April 19, 2017. A meeting Notice was sent on March 22, 2017 to the City and County Clerks, posted at the Pratt 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 March 31, 2017 the following Balance Sheet entries were reported: Depository Fund, & Credit Card Revenue: $ 1,926,452. Total Accounts Receivable $ 916,404 Library Sweep Investments: $ 22,011,802. TOTAL: $ 24,854,658. Accounts Payable and Encumbrances $ 576,526. Assigned Fund Balances $ 6,981,213. Unassigned Fund Balance - Inclusive of Y-T-D Revenue over Expense $17,296,919. TOTAL: $24,854,658. b) Disbursements were: Insurance & Benefits 158,138.50 Maintenance 503,394.73 Materials 471,629.01 Capital Outlay 35,221.36 Miscellaneous 24,929.91 TOTAL: $1,193,313.51 PERSONNEL a) Requested & approved PERSONNEL ACTIONS for April were routine in nature & included: Appointments 5 Change in Status/To a Higher Grade 2 End of Temporary Employment 1 Performance Increases 12 Resignations 6 Retirement 1 To a Higher Grade 1 Unsuccessful Probation Period 1 Total: 29
b) PAYROLL totaled: $1,260,803.76 for 406 employees. The summary for the Affordable Care Act fees and the staff benefits for the month of April is as follows: Affordable Care Act $4,153.35 Community Care $72,741.04 Hartford Life $1,570.80 Delta Dental $5,399.73 Hartford Long Term $1,852.74