Management Council notes – March 3, 2016

Management Council notes

March 3, 2016

2:00 -4:00 PM

Menninger Room 206

Present: Diana Friend, Gina Millsap, Ivan Johnson, LeAnn Petrie, Mary Campbell, Michael Perkins, Marie Pyko, Nancy Lindberg, Paul Brennan, Sandy Hestand, Scarlett Fisher-Herreman, Stephanie Hall, Thad Hartman, Stephen Lusk, David King, Cindy Hohl, and Sheryl Weller.

Meeting Purpose: Continue work on community impact goals

Expected Product: Work on Reading goal

Stephen called the meeting of the Topeka and Shawnee County Public Library Management Council to order in the Menninger room 206 at 2:00 PM. He asked if anyone had any corrections to the February 25, 2016 minutes. He stated that the facilitator this week is Stephen and not Michael.  Michael is next week.  The minutes stand with the one correction.  Also, Stephen announced that since Rob was not present, we will hold #5 on the agenda to our next meeting.

VOIP – Plus Delta report – David King

David reviewed a VOIP Plus Delta report that he provided as a handout. (Handout attached.) Some staff were involved in the meeting to review VOIP.  Ivan asked if there was a way to find out who regularly answers phones when calls sent to a group of staff in a department.  David said that information is available.  Gina endorsed that idea and suggested that another round of training on what phones will do might be beneficial and include ways the phones can increase productivity.  She also asked if there were instructions on the intranet and David said there was.  Marie commented that she thought the sound quality was not as good and LeAnn chimed in that the sound quality impacts customer service.  Marie also stated that delays or pauses occur.  David instructed staff should contact the Help Desk with these problems so they can be addressed.

Branding – Diana Friend

Diana provided a handout created by Martha Piland and highlighted some of the observations. The two areas were:  1) All Materials that we currently have – branded look/feel and 2) The key messaging.  Diana read the items in the key messaging section and mentioned what they found from their audit including the gaps.  (Handout attached.) Martha Piland Advertising is also helping with the Library of the Year application, branding and messaging.  If you are interested in reviewing the entire  audit review, it is located on the L Drive

L:\Sharing Folder\COMMUNICATIONS & MARKETING\MB Piland Communication Audit 2016

We are building on a strong foundation that we already have. Our perceptions may not be real.  Example:  two people wandered for two hours and had no contact from staff.  They were greeted in the café and gallery.  Overall, we did well but made aware of opportunities for improvement.

Community Broadband Plan Update – Gina Millsap

Gina reviewed the history of the work of the interagency governing council. They agreed that a comprehensive plan for broadband was needed.  The mayor appointed a task force to study the issue.  They have met twice and are working together on a request for information.  Gina has researched model cities including Chattanooga.  She has also been asked to contact Stan Adams who worked at Department of Commerce and is a consultant now.  Kansas hasn’t taken advantage of the dollars available for broadband.  Lawrence is working on it also.   Gina stated that it was exciting to see what policies may come out of this study.  They are getting a comprehensive look at what we have now and then what we need.  They may be advocating the internet as a utility.  It is an equity issue for us to provide to all in the county and “we have skin in the game”.

Guiding Principles – Gina stated this item will be on next week’s agenda but wanted everyone to know Thad had brought up that we needed to discuss our guiding principles.  If you look online you will see there are a plethora of guiding principles for libraries.  Also, Gina asked if we had seen the article in the Capital Journal on “Nonprofit needs help improving literacy in Shawnee County”.  A copy of the article was passed out to everyone.  The observation made was that Shawnee County has a silo approach to helping adults with their literacy skills.  And, because of that, we aren’t making a significant impact on the problem.

Community Impact Goals – New Approach – Thad Hartman

Thad started by reviewing an outline that he passed out. It was a new approach to working on our goals.  We need to fill in the goals and objectives.  After some discussion on how this connects with what work we have already done on our goals, it was decided that we should use the next meeting as a work session to complete the worksheet.  These goals will be in addition to creating a community of readers and organizational excellence.  What competencies are we going to help people achieve?  We would like to pose this question to staff as well.  Thad will send out assignments and then we’ll break out into groups next week to work on our assigned goals and objectives.

 Next time

Community Impact Goals – New Approach – Thad will send out assignments and we’ll break into groups next week to work on the outline.


    • Stephanie – wear green tomorrow!
  • Scarlett Fisher-Herreman – She has been working on Flipster. There are 130 titles – about the same as was on Zinio. If anyone has any titles that they want her to include, sent them to her. April 1st we go live. She told Zinio today we would not be renewing our contract.

Topics and projects for upcoming meetings

CPR training/MC – Greg Gaul

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

Joint meeting with Librarians on Lifelong learning goal

Meeting adjourned

The meeting was adjourned at 3:37 pm.

Next meeting is scheduled for Wednesday, March 9, 2016 at 10:00 am in Auditorium 101A.

Michael Perkins will be the facilitator.

One thought on “Management Council notes – March 3, 2016

  1. Deborah Bryan on said:

    Thanks for highlighting the article about the Topeka Literacy Council. (“Nonprofit needs help improving literacy in Shawnee County”)
    I have been serving with them for several years and am currently on their board. I will also be one of the trainers at their spring tutor workshop–which has been filled to capacity thanks to the publicity of this article! Their model of matching tutors with adult students in a one on one learning situation is one that I think is a vital part of the efforts to serve our community.
    -Deb Bryan