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 Wimberly, Ed.D.
1.
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
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,
Wimberly
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.
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6.
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.
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 100,000th 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,
Wimberly
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,
Wimberly
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) 2nd Quarter System Activity Report
Total circulation for the entire 2nd 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 2nd 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 2nd 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 2nd quarter in the same period of the previous
year. However, traffic of online learning databases is up by 29% over that of the 2nd
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 2nd quarter of FY 2016-2017.
Building traffic grew in the 2nd 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 2nd 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 2nd quarter over that of the previous year. The
department handled over 29,000 customer contacts in the 2nd quarter of this fiscal year,
most of which happen through inbound and outbound phone calls at 86% followed by emails 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:
Total Accounts Receivable
Library Sweep Investments:
TOTAL:
$ 1,533,171.
$ 860,814.
$ 23,966,402.
$ 26,360,387.
Accounts Payable and Encumbrances
Assigned Fund Balances
Unassigned Fund Balance Inclusive of Y-T-D Revenue over Expense
TOTAL:
b) Disbursements were:
Insurance & Benefits
Maintenance
Materials
Capital Outlay
Miscellaneous
TOTAL:
$ 533,400.
$ 6,981,213.
$18,845,774.
$26,360,387.
144,023.34
384,349.39
198,263.67
46,186.88
20,349.22
793,172.50
PERSONNEL
a) Requested and approved PERSONNEL ACTIONS for February were routine in nature and
included:
Appointments
Change in Status
Change in Status/Lateral Transfer
Change in Status/To a Higher Grade
Change in Status/To a Lower Grade
Performance Increases
Resignations
Retirement
To a Higher Grade
Total:
b)
4
1
1
1
1
15
6
1
2
32
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
Community Care
Hartford Life
Delta Dental
Hartford Long Term
$4,177.00
$73,118.00
$1,568.88
$5,417.64
$1,857.24