Management Council notes November 23, 2015

Management Council notes

November 23, 2015

2:00 – 4:00PM

Marvin Auditorium 101C

Present: Cindy Hohl, David King, Diana Friend, Gina Millsap, Ivan Johnson, LeAnn Petrie, Marie Pyko, Michael Perkins, Nancy Lindberg, Paul Brennan, Rob Banks, Ruth Rodden, Sandy Hestand, Scarlett Fisher-Herreman, Sheryl Weller, Stephani Hall, Stephen Lusk, Thad Hartman, Ted Yungclas

Meeting Purpose: Continue discussion and come to consensus on areas of concentration for community impact goals

Expected Product: Three to five priority areas for Community Impact Goals

Thad Hartman called the November 23, 2015 meeting of the Topeka and Shawnee County Public Library Management Council to order at 2:00PM in the Marvin Auditorium room C. The notes from the November 10th meeting were distributed along with other documents for use during the meeting. He reviewed the meeting agenda.

Master Facilities Plan

Thad shared with the members of the Management Council discussion points and initial ideas from recent meetings with Tevis Architects regarding the development of the Master Facilities Plan. He referred to materials distributed earlier, the Program Requirements and copies of Library floor plans, during his presentation.

Discussions, additional brainstorming and thoughts were shared and recorded on charts:

Thoughts about renovations – expansions (Charts)


  • Reduce collections → east and west wings. Freed up space created for meetings/collaborative work, etc.
  • Back to back study rooms/Mirror study rooms in public services → improve layout (with accordion walls in between)
  • Study room – contract the space or set it up for four people to work
  • Need for collaborative space
  • Keep informal collaborative space
  • Keep/make building a flexible as possible
  • Can’t “gut” the building
  • Structural changes need to be made with flexibility in mind
  • Can’t go wrong opening spaces up
  • Better way to display DVDs
  • Maker space needs to have more space – where?
  • Need to integrate learning by doing
  • Lighting – how the space is configured for lighting space
  • How wings are lit need to change for flexibility (Also RC)
  • Can shrink wings at beginning or end → not middle
  • More materials “browsable”
  • What should size of collections be?
  • Seating space above books? A Mezzanine?

Thad reported that circulation stats show that circulation has dropped over the last couple of months. He wanted the Management Council to be aware of this as he continues monitoring. Discussion took place as to possible reasons such as elimination of the DVD dispensers, ending of Freegal, the World Series, bed bugs. Additional discussion took place regarding monitoring member retention – we need to keep the community engaged, after 60 – 90 days we will lose customers. Gina will have conversations with colleagues from other libraries about customer retention strategies. She meets with Steve Potter CEO of Mid-Continent Public Library in Kansas City in December and she will discuss this with him.

Chart notes relating to Circulation Stats and Customer Retention

  • On-line survey → Why is circulation down?
    • Targeted survey → those who slowed down use?
  • Need to keep people engaged
    • 60 days
    • Need to act before they’re disengaged
  • Made statistical information easily accessible to staff
  • Borrower retention → need a plan in place
    • How do we keep them engaged
    • How do we accurately measure engagement?
    • Ask other member organizations – how do they track?

Community Impact Goals – Focus on Lifelong learning

Gina Millsap began the Community Impact Goals discussion regarding Lifelong Learning by telling the Management Council that this idea (lifelong Learning) continues to emerge as a theme and “floats to the top” in many conversations. She pointed out that the idea of Lifelong Learning covers a wide range of territory and we need to determine what it means. What does Lifelong Learning mean in relationship to the Library?

She referred to the IFLA (International Federation of Library Associations) Report – The Role of Libraries in Lifelong Learning – Final report of the IFLA project under the Section for Public Libraries, edited by Britt Marie Hӓggstrӧm . It does not delve deeply into the topic but is more holistically centered. The report does help frame the context of Lifelong Learning.

In addition she referred to a Winter 2008/09 Information for Social Change (number 28) article – Special Issue on Lifelong Learning Back to the Future? – Lifelong learning in libraries by Andrew Hudson where education is seen as a leveler bringing down the distinction between the classes. One area of note in the article is On-line learning.

Gina asked the Management Council to think about what it might look like if we worked to engage our customers in actual on-line learning.

Marie Pyko briefly updated the group on her recent meetings with the Kettering Foundation. She had a conversation with an agricultural extension agent and determined that there is a disconnect in Extension’s understanding of the Public Library role and the mission of the Public Library. Extension has had to retool and reinvent itself over time as the national demographic has changed (and continues to change) from a rural to an urban society. There is opportunity for collaboration and partnership with Extension.

This led to discussion about forging relationships with groups from education institutions (e.g. Washburn University) and who might be other partners with focus on lifelong learning (like Extension). Also differentiating between formal and informal lifelong learning was discussed:

Formal/informal lifelong learning.

How do we define lifelong learning?

  • Continued self-directed learning in formal and informal ways
  • For professional or personal reasons
  • From Wikipedia – “Lifelong learning (colloquialism) is the ‘ongoing, voluntary, and self-motivated’ pursuit of knowledge for either personal or professional reasons. Therefore, it not only enhances social inclusion, active citizenship, and personal development, but also self-sustainability, rather than competitiveness and employability.”
  • Unintentional learning (something that is fun to do and you learn something in the process)The Lifelong Learning Council of Queensland has a strong belief in the importance of lifelong and Lifewide Learning.

Chart notes:

Motivators and Drivers – for lifelong learning

  • People view us as a leading source of information
  • Pop culture – to stay connected to the community conversation
  • Children – staying connected (helping adults keep up with their <children’s> social change)
  • People trying to get a job or succeeding at a job
  • Succeed in school
  • Parents wanting their children to succeed
  • General interest/hobbies
    • Learning a new language
    • going on a trip
  • For fun, adult play
  • Keeping/staying connected – allaying loneliness
  • Self improvement
  • Play throughout life
  • Source of happiness – ( Sandy checking on program “Happy” may view at MC)
  • To fix something –
  • solve an immediate problem (Problem solving)
  • engagement in activity
  • engagement in their passion
  • finding their muse
  • developing/creating/discovering/honing survival skills – how to do a budget, cooking, parenting (how to control your three year old’s temper tantrum), how to be an adult in the real world
  • learning how to do something you did not know how to do before
  • health

Is Lifelong Learning one goal or is it several goals?

  • Every person wants something different and we’re really good at catering to that
  • *If we’re going to impact the community, will we do it one person at a time or are we going to say, “we’re going to focus on STEM?”
  • Do we know what residents want as a community of learners?
  • Expanding modalities in how we reach people and facilitate learning starting with the book in front of you.
  • We want people to be more
  • Every resident has a “visioning board” that describes everything they ever wanted to learn
  • We’re the life coach or Topeka and Shawnee County
  • What are the questions we will answer?
  • What difference do we want to make?
  • What’s the model?
  • Information and personal relationship, either with librarian or community member – Scaling up
  • Connect people that share the same interests – let programs develop to facilitate learning
  • What do we know about people want/need to know?

Still need to talk about and determine what our goal is for lifelong learning through the library –

Connecting people to:

  • Information
  • Experts (referral)
  • Good relationships with services available outside of the library

Answers vs. Learning

What does this mean to librarians and staff – how will our jobs evolve over time?

Invite librarians to Management Council to discuss this with them

What will we do?

What will we scale?

What impact will we have?

How will we work with partners to achieve?

How do we go from less answer to more learning?

If we were really committed to lifelong learning would we continue to place all our emphasis here?

Other Chart Notes relating to Lifelong Learning

Lifelong Learning

  • Who else is concerned about this?
  • University Extension/Sciences
  • Other Stakeholders?
  • Potential partners?

How do we define Lifelong Learning?

  • Continuous self-directed learning, formal and informal for professional or personal reasons
  • Life-wide learning
  • Unintentional learning
  • Important to clarify motivation “have to vs. what to”
  • Example: out of school learning through recreational viewing or reading

Before the meeting concluded the December 10 All Staff meeting agenda was outlined and will cover the following topics:

  • Dolly Parton Imagination Library – Gina Millsap
  • Service Model plans – Marie Pyko
  • VOIP update and Plus/Delta – David King/Ruth Rodden


Topics and projects for the next meeting

CPR training/MC – Greg Gaul

Cultural Change – (How MC will work together in the future)

Martha Piland re Branding

Happy video


Meeting adjourned

The meeting adjourned at 4:07PM

Next meeting is scheduled for December 3, 2015 at 2:00 pm in Menninger Room 206

Sandy Hestand – facilitator







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