MINUTES TULSA CITY-COUNTY LIBRARY COMMISSION Regular Meeting Thursday, February 16, 2017 Central Library Executive Conference Room 400 Civic Center Tulsa, OK 74103 Present: Vicki Adams representing County Comm. Ron Peters Moises Echeverria Sally Frasier Leanne Helmerich Rebecca Marks Charles O. Meyers, Jr. William L. Peacher Judy Randle Richard White La Verne Ford, Ed.D. Absent: Mayor G.T. Bynum Also Attending: Kim Johnson, CEO Monique Sendze, COO Gail Morris, CFO Jonathan Townsend representing Mayor Bynum Bonnie Henke Tulsa Library Trust President Doug Mann, Attorney-at-Law 1. The meeting was called to order at 12:00 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: Adams, Echeverria, Frasier, Helmerich, Marks, Meyers, Peacher, Randle, White, 2. Chairman Peacher welcomed new library commissioner Moises Echeverria. Moises told the commission a little about himself. He is acting President and CEO of Oklahoma Center for Community and Justice (OCCJ). His family moved to Oklahoma when he was 13. He went to East Central High School and used the Martin Regional Library. Martin Regional Library has helped him personally and professionally and he believes that libraries do change lives. He was honored to be asked to serve on the Library Commission. 3. Chairman Bill Peacher read and presented a framed proclamation to Larry Bartley upon the occasion of his retirement. Mr. Bartley said that it has taken a village and teamwork to make all his endeavors happen at the library. He thanked the library staff for all their support through the years. John Fancher took a photo. 4. Kim Johnson introduced Stacy Morehead, Central Assistant Manager of Children s and the entire first floor. Stacy reported that the maker space is for both adults and children to create and design projects using cutting edge technology from 3-D printing and a desktop carver to an audio lab and recording space. Three staff make it possible: Nicole Donaldson, Eric Tackett, and Tim Smith, Maker Space Assistant who oversees the maker space. The Children s Department has been in high gear. In the first four months of Central Library s reopening, the Central children s team has welcomed over 65,000 customers in the children s area, planned over 120 tours, outreaches, orientations and programs, and worked with educators. Stacy said her staff of five ladies have gone above and beyond and she is proud to present her team today: Tatiana Godinez, Marilyn Tullis, April Harden-Akbas, Tamara Schneider, and Jessica Sanchez
5. Kim Johnson recognized two Rave Review Award winners: Maxwell Park Library Manager Chamong Churjeng and Customer Care Manager Barbie Benson for their recent awards. Chamong for his high energy, high volume of quality work, innovative ideas, tech savvy and great communication skills as well as his involvement with the Staff Association as President that ended in July of 2016. For his creativity and series of classes at Maxwell called Art in the Library and much more, Chamong deserves a Rave Review. Barbie for her positivity, knowledge of resources, and willingness to work with difficult customers with understanding and empathy. For her readiness to volunteer and persistent work ethic, availability for questions and staff encouragement, and compilation of customer satisfaction data, Barbie deserves the Rave Review. 6. Kim Johnson gave the CEO report. She announced that there are three contests coming up: Black History Month essay contest beginning February 20; African-American Heritage History Bowl on February 23 at Central in the Pocahontas Greadington Learning and Creativity Center; and we are accepting entries for the Young People s Creative Writing contest through February 1 through March 4. Kim stated that there were 180 programs held at libraries in February. She highlighted portions of the Staff Report, which is attached. Johnson introduced Kiley Roberson, new communications director, who is charged with leading and coordinating TCCL s overall communications strategy. Kiley has extensive experience in the public relations field, crisis management communications, media relations and graphic design. She graduated from OSU with a B.A. in Broadcast Journalism. She then earned a Master s Degree in Communication Management from USC. Kiley is also a Certified Crisis Manager. Mrs. Johnson welcomed Kiley to the TCCL family. Mrs. Johnson announced that there would be a TCCL website server upgrade that will take roughly 24 hours beginning at 11:00 a.m. on Monday, February 20 (President s Day) and on February 26 from 8:30-9:30 p.m. to complete the process. All web services requiring a library card to log in will be unavailable during routine maintenance. Mrs. Johnson reported that Mr. Michael Mullins was the 100,000 th customer to check out a book. He will receive an Amazon Echo Digital Media Streamer that he will pick up today. Johnson showed a promotional video of the children s area at the Central Library that is in the draft stage at this time. When the Central Library opened, TCCL hired a company to video the learning spaces in the building so that they can be promoted to the community. Kim plans to show a different video at each of the next five commission meetings. 7. CONSENT AGENDA Minutes from the January 19, 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 Mr. Meyers, seconded by Mrs. Frasier, to approve the consent agenda in total. The motion carried. yeas Adams, Echeverria, Frasier, Helmerich, Marks, Meyers, Peacher, Randle, White, noes none abstained none 8. Rick White gave the Services and Collections Committee Report 1) Policy Manual Updates Chapters One and Two At last month s Commission meeting, commissioners received revisions for Chapters one and two of the Policy Manual for 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 One describes the Library s Mission, Governance and Administration. Chapter Two is Library Services. It covers: Public Buildings, Collection and Services, Programs, Literacy, Volunteer Services, Computer Usage and Digital Offerings. Mrs. Randle questioned the portion in Chapter One under Public Comment Guidelines that was changed from 3 to 5 minutes for public comments at Library Commission meetings. She felt that it should be left up to the discretion of the Chairman, thus keeping it more neutral. Kim said that a sentence was left in the policy that says that the Chairman has the authority to allow more people to speak. A motion was made by Mr. White, upon recommendation of the Services and Collections Committee, to approve the revisions to Chapters One and Two of the TCCL Policy Manual. The motion carried. yeas Adams, Echeverria, Frasier, Helmerich, Marks, Meyers, Peacher, Randle, White, noes none abstained none 2) Policy Manual Updates - Chapters Four, Five and Six Library Leadership Team continues to review and update all eleven chapters of the Policy Manual. Chapter Four covers library cards, Chapter Five details our Circulation Policies and Chapter Six explains our Public Relations Policies. Copies of the proposed changes are in your packet. Commissioners will have 30 days to review the three Chapters. Action will be called at the March Commission meeting. 3) Quarterly Statistics - (Oct - Dec 2016) 2 nd Quarter System Activity Report Total circulation for the entire 2 nd quarter of 2016/2017 fiscal year is greater over that of the same quarter in the previous fiscal year by 2%. Self-service activity continues to make up 83% of total circulation with over a million transactions. This quarter both circulation of e-materials and physical materials changed from previous trends; circulation of e-materials decreased by 9% from the same period in the previous year, while circulation of physical materials increased by 9%. This can be attributed to the transition from Overdrive to other platforms in the 2 nd quarter. In October 2016, Hoopla was implemented as a new digital content service, and has produced over 10,400 checkouts since implementation. From October 2016 through December 2016, circulation through Hoopla increased by 165%.
Catalog usage in the 2 nd quarter of FY 2016/2017 has increased from the same period in FY 2015-2016 by 15%, and website usage also increased by 9%. Additionally, use of the library mobile app increased by 8% over the same period. Online learning databases use is down by 20% from the 2 nd quarter in the same period of the previous year. However, traffic of online learning databases is up by 29% over that of the 2 nd quarter of FY 2015/2016. This increase is mostly made up of visits in Universal Class and Mango Languages. Lynda.com also contributes to the increase and continues to grow, making up 21% of all visits in the 2 nd quarter of FY 2016-2017. Building traffic grew in the 2 nd quarter of FY 2016/2017 by 9%. The Central Library accounted for 20% of the total traffic for this quarter. Wi-Fi usage saw a substantial increase in the 2 nd quarter of FY 2016/2017 from the previous year by 48%, while PC usage declined in the same period by 6%. Programs and classes offered increased by 15% and the attendance of these programs and classes experienced a 16% growth from the same quarter in the previous year (see page 3 of the fiscal year system activity report). Meeting room attendance and use also continues to grow by 35% and 14% respectively (see page 1 of the fiscal year system activity report). The Customer Care Department continues to see growth in the number of customer interactions they handle by 46% in the 2 nd quarter over that of the previous year. The department handled over 29,000 customer contacts in the 2 nd quarter of this fiscal year, most of which happen through inbound and outbound phone calls at 86% followed by e- mails correspondences at 11.7%. Chairman Peacher said that he was happy we listened to the voice of the customers in regard to bringing back Overdrive. 9. Presentation: 1) Tracy Warren, Community Outreach Services and Literacy Services Manager, gave an update on the Bookmobile. She reviewed the history of the bookmobile from its inception in 1930. TCCL had the first bookmobile in Oklahoma. Through the generosity of Ruth Nelson and other donors TCCL now has a brand new bookmobile, replacing a 17 year-old one. It is 28 feet long and holds about 3,000 items. It visits 48 sites each month and is out and about 75% of the time. Circulation on the bookmobile is up 15%. It has many fabulous features including a self-check machine, lift for wheelchair customers, Wi-Fi hot spots, and even solar panels and sky lights. The bookmobile represents the library across the county and is handled by eight staff who go out two at a time. The bookmobile schedule is on the TCCL website. 10. The next Regular Meeting of the Tulsa City-County Library Commission will be at 12:00 noon, on Thursday, March 16, 2017, at the Herman and Kate Kaiser Library, 5202 Hudson Avenue, Suite B, Tulsa, OK in the meeting room. The meeting was adjourned at 12:40 p.m. Respectfully submitted, Rebecca Marks, Secretary
The final agenda was posted at the Central Library; and on the Tulsa City-County Library Commission Web page on Wednesday, February 15, 2017. A meeting Notice was sent on January 23, 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 January 31, 2017 the following Balance Sheet entries were reported: Depository Fund, & Credit Card Revenue: $ 1,533,171. Total Accounts Receivable $ 860,814. Library Sweep Investments: $ 23,966,402. TOTAL: $ 26,360,387. Accounts Payable and Encumbrances $ 533,400. Assigned Fund Balances $ 6,981,213. Unassigned Fund Balance - Inclusive of Y-T-D Revenue over Expense $18,845,774. TOTAL: $26,360,387. b) Disbursements were: Insurance & Benefits 144,023.34 Maintenance 384,349.39 Materials 198,263.67 Capital Outlay 46,186.88 Miscellaneous 20,349.22 TOTAL: 793,172.50 PERSONNEL a) Requested and approved PERSONNEL ACTIONS for February were routine in nature and included: Appointments 4 Change in Status 1 Change in Status/Lateral Transfer 1 Change in Status/To a Higher Grade 1 Change in Status/To a Lower Grade 1 Performance Increases 15 Resignations 6 Retirement 1 To a Higher Grade 2 Total: 32 b) PAYROLL totaled: $1,201,485.19 for 406 employees. The summary for the Affordable Care Act fees and the staff benefits for the month of February is as follows: Affordable Care Act $4,177.00 Community Care $73,118.00 Hartford Life $1,568.88 Delta Dental $5,417.64 Hartford Long Term $1,857.24