Management Council notes – March 30, 2017

Management Council notes

March 30, 2017

2:00 – 4:00 PM

Marvin Auditorium 101C

Present: Cindy Hohl, Diana Friend, Gina Millsap, Ivan Johnson, John Kugler, LeAnn Brungardt, Mary Campbell, Marie Pyko, Nancy Lindberg, Paul Brennan, Ruth Rodden, Scarlett Fisher-Herreman, Stephanie Hall, Stephen Lusk, Sheryl Weller, Thad Hartman, Ted Yungclas

Meeting Purpose: Updates on 5th Discipline work; Staff Development Day review

Expected Products: Updates on 5th Discipline plans and review of 2017 Staff Development Day

LeAnn Brungardt called the March 30, 2017 meeting of the Topeka and Shawnee County Public Library Management Council to order at 2:00 PM in the Marvin Auditorium room 101C. She reviewed the meeting purpose and provided an overview of the agenda. Minutes from the March 2, 2017 meeting were reviewed and accepted as submitted.

Fifth Discipline Update

Marie Pyko and Stephanie Hall

Marie gave an update on the Librarian/Management Council meeting plan.  The Librarian/MC will be divided into teams.  Stephanie, Cindy and Marie met to select the teams.  They started by using the information from the retreat about thinking styles.  While the entire leadership team will read the book, each group of 7-8 people will be responsible for facilitating the discussion when we go over their chapter.  The five groups are organized based on the five practices of the 5th discipline.  We have not determined what date we will start reading the 5th Discipline.

We will begin meeting on April 11th.  It was decided that at least for the first 6 months we will all meet together and continue the work we began at the MC/Librarian retreat.

The goals for the joint meetings are:

  • Broaden Leadership Group
  • Learning together
  • Sharing power
  • Make decisions together
  • Policy discussions which include staff on the front line- how they might be expanded or how they live in practice.

Some of the topics we will be working on are:

  • Core Values
  • How to get to the CI goals
    • Where do you begin
  • Vision/Mission discussion
  • discuss leadership models
  • Community audit- data
    • What should we be using for community analysis
  • How are people influenced for good
    • Human behavior
  • 5th Discipline
  • Facilitation
  • Focus on how we make decisions and data
    • Scale-replicable-take home
    • Of all the things we do or could do, why we chose ___- context
    • Identifying models for best practice
    • Logic Models

Staff Development Day 2017

Cindy Hohl information from staff comment sheets. Responses indicated that there was a great deal of synergy and teamwork taking place. People enjoyed the day and responses were positive. Everyone had the opportunity to respond. Discussion about future Staff Development Days included:

  • development of a different type of evaluation survey
  • realizing that Staff Development Day is a big investment for the Library and everyone needs to attend and participate
  • something in terms of learning is expected from everyone
  • Big take-aways from Ben Bizzle’s presentation were:
    • His sense of humor and ways to approach situations with sense of humor
    • Taking risk / encouraging staff to take risks
    • Soft ROI / there are not always tangible results


  • John Kugler reported that maintenance and security is finding a significant number of hypodermic needles in restroom trash receptacles and locations outside on library grounds. There was discussion about this and Gina requested a meeting to put a plan in place regarding what to do in specific situations. The group will report back.
  • Thad Hartman shared a programming experience relating to a bookmobile presentation on Space. Several children who attended the bookmobile program later went to the Planetarium at Washburn.
  • Scarlett Fisher-Herreman reported there has been positive feedback about hoopla courses. There has been log in issues for some individuals with – Scarlett has been in contact with the organization and is still waiting for a solution. Scarlett also reported that the Flipster subscription will change April 1.
  • Marie Pyko provided updates on the Learn and Play Bus schedule.
  • Marie also reported that she, Stephanie and LeAnn are developing programming for 501 School Districts School Media Specialists upcoming professional development day.
  • Marie reported that she and Rob will host a booth at the Neighborhood Resource Expo on April 1. The event is sponsored by the City of Topeka, the Topeka Zoo and Shawnee County Parks and Recreation.
  • Stephen Lusk reported that the contract has been signed with Springsted Incorporated. He will send out information regarding the upcoming classification and compensation study.
  • Stephen needs past due staff evaluations.
  • Cindy Hohl reported that the DigitalLearn project launches April 11. She has received nearly 100% of the staff Individual Learning Plans. There will be costs associated with learning plans that need to be discussed. She also shared updates about additional training requests and opportunities. Cindy encouraged managers to attend the April 13 Those Who Lead, Read series that features Washburn University Director of Leadership Tom Underwood.
  • Gina shared her experience as the Keynote Speaker and workshop presenter at the recent Computers in Libraries conference. It was an excellent experience and she received many positive comments as well as many compliments to the Topeka and Shawnee County Public Library.
  • Sheryl Weller reported that procurement guidelines will be available soon. These guidelines replace the 2013 tutorial.
  • LeAnn Brungardt reported on program related topics and upcoming events and activities.
  • Ivan Johnson reported on current issues and concerns relating to customers bringing insects and other pests into the library. There was general discussion about this and language will be developed for staff to use in working with customers.
  • Diana Friend reported that Ginger Park has been hired as a copywriter in Communications and Marketing. Diana thanked everyone for their assistance and support during the transition times in the department. She plans to invite managers and directors to Communications and Marketing staff meetings and share with new staff members what takes place in the various areas of the library. She will follow up with having new Communications and Marketing staff members spend time in the various departments and areas. Next month will contain National Library Week, Pop-up Programs and the Dolly Parton’s Imagination Library kick-off. Summerfest trackers go to print next Friday and June/July Library News information is due.
  • Stephanie Hall reported that CHAMPSS (Choosing Healthy Appetizing Meal Plan Solutions for Seniors) served at the Millennium Café has been successful. Latest data reports that the Millennium Café is fifth in number of meals served per month.
  • Stephanie and Terri Miller have been working with High School students who have been developing business plans.

Topics and projects for upcoming meetings

  • New Data Source (April) – Thad
  • HR Training (April 6) – Stephen Lusk, Felicia Hillebert
  • DigitalLearn (April 6) – David King
  • Services offered by the Library: Facilitation – Librarian / Management Team
  • What community data and initiatives do we need to consider and perhaps participate in as we develop the work plans for advancing our Community Impact Goals – Thad
  • Invite Library Attorney Chuck Engel – review of Kansas Law
  • First review of budget requests by Management Council (June 1 meeting)
  • Second review of budget requests by Management Council (June 8 meeting)
  • Final review of budget documents (June 20 meeting)
  • Organizational Excellence
  • Branding update/report

Meeting adjourned

There was no further business for the Management Council and LeAnn Brungardt adjourned the meeting at: 3:20 PM

Next meeting

Thursday, April 6, 2017

2:00-4:00 PM Marvin Auditorium 101C

Mary Campbell – facilitator



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