Management Council notes – September 28, 2017

Management Council notes

Sept. 28, 2017

2:00 – 4:00 PM

Marvin 101C

Present: David King, Diana Friend, Greg Gaul, Gina Millsap, Ivan Johnson, Jesse Maddox, John Kugler, LeAnn Brungardt, Mary Campbell, Marie Pyko, Nancy Lindberg, Paul Brennan, Ruth Rodden, Scarlett Fisher-Herreman, Stephanie Hall, Sandy Hestand, Sheryl Weller, Thad Hartman, Ted Yungclas

Meeting Purpose: October 4, 2017 All Staff meetings; Staff training needs and FMLA updates; Operational updates; Street crossing to Library Annex

Expected Products: confirmed agenda and preparation for October 4, 2017 All Staff meetings

Sandy Hestand called the September 28, 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 September 14, 2017 meeting were approved as presented.

Crossing street at 1020 Washburn

Gina Millsap distributed copies of communications from Terry Coder, City Traffic Engineer for the City of Topeka regarding removal of mid-block street crossing ramps in the 1000 block of SW Washburn Ave. The communication explained that following recent improvements to the street cross walk at 11th and Washburn, the mid-block crossing would need to be removed. This follows city policy associated with recommended distances from designated intersection crosswalks and other industry guidelines related to location of cross walks.

The Management Council discussed the ramifications of changes that staff will need to make to walk to the street intersections (either at 11th and Washburn or 10th and Washburn). Stephanie Hall reviewed data collected and discussions from a process review relating to staff retrieving materials for customers that were in the Bookmobile collection housed at the library annex. Stephanie also presented statistics the Public Services department has collected for the past year related to staff going to the annex to retrieve materials for a customer. With that information the Management Council discussed the following areas of concern:

  • Continuing what we are doing (Staff would need to cross Washburn Ave. at one of the designated crosswalks at 10th Street or 11th Street)
  • Review how/when items at the annex are retrieved by staff
    • Place Bookmobile reservable items on reserve
    • Reservable items: just reserve / don’t retrieve
    • Alternate ways of retrieval (shelvers or volunteers)
  • Hide the annex collection from public view
  • House the Bookmobile collection in the main building
  • Don’t keep a separate Bookmobile collection
  • Change location where staff exit the building to make street crossing more convenient
  • Purchase more materials to minimize need to retrieve items from the annex

The process will need review. Staff will need to cross Washburn Ave. at the street corners (10th Street, or 11th Street) – it is the law. This subject will be on the agenda for the October 4th All Staff meetings. Following the All Staff meetings discussion, a memo regarding this issue will be sent to the staff.

Bedbugs update

Thad Hartman and Sandy Hestand provided an update on recent bedbug findings on the Bookmobile and the treatment process the Bookmobile and its materials have undergone. The Bookmobile is bedbug free. The Bookmobile staff has met for training and will meet with Schendel Pest Services for additional training sessions in the next couple of weeks. Additional discussion included reporting back to the Bookmobile staff about conditions and other ways to communicate with the public. Diana Friend asked that Communications and Marketing be kept in the loop regarding this so they can assist with messaging.

Facilities update

Thad Hartman reported on Facility Master Plan Phase One project progress.

The Millennium Café pass through project is nearly finished. The security gates have been installed and soon the hardware and software for service point access will be ready for use. Staff will be trained for this change and how to respond when the gates go off. Thad reported that the new café signs are waiting for LED lights before they can be installed and we are waiting on the doors. Marie Pyko updated the group on plans to remove the service desk in the media room. The space will be replaced by additional catalogue computers. Staff will rove to assist customers.

The collaborative work stations are also nearly complete. They are waiting on doors and for furniture to arrive. Some air handling issues are being addressed. Marie reported that staff will be trained in use of the iPads and other equipment outside the work stations as well as how to use the equipment inside the room (computer, screen, etc.). The staff will need a high comfort level in using this equipment to be able to assist customers. Room scheduling will be the same as it was for the former study rooms. Customers can reserve a room for a three hour block of time up to seven days in advance of their need for the room. Customers can also reserve a room on the spot if one is available. There will not be a service point in the Reference Room – staff will follow the roving model here as well.

In addition, Thad posted a construction update on September 15 on the staff intranet that contains additional details.

Family Medical Leave Act (FMLA)

Jesse Maddox distributed a Family Medical Leave Act (FMLA) guide sheet and spent some time reviewing components supervisors need to know. Areas highlighted included:

  • What might be qualifying events for FMLA
  • What may qualify as a serious health condition
  • Use of leave
  • Supervisor/manager responsibilities
  • Employee responsibilities
  • Process steps

FMLA will be on agenda for the October 4, All Staff meetings. The guide sheet will be provided to staff at that time.

October 4, 2017 All Staff meetings agenda

Gina Millsap and Mare Pyko reviewed the potential topics for the October 4, 2017 All Staff meetings. The meetings will take place from 8:00 – 9:00 AM, 3:00 – 4:00 PM, and 5:00 – 6:00 PM. All three meetings will be held in Marvin Auditorium 101C. The agenda is as follows:

  • Welcome and introductions of first time attendees – Gina Millsap (3 minutes)
  • Insurance rates – Sheryl Weller, Jesse Maddox (5 minutes)
  • Facilities update, 1001 Garfield – Thad Hartman (5 minutes)
  • Bedbugs update – Thad Hartman (5 minutes)
  • Mission Statement / Core Values – Marie Pyko (5 minutes)
  • Family Medical Leave Act – Jesse Maddox (20 minutes)
  • Street crossing at 1020 Washburn – Gina Millsap (10 minutes)
  • Questions

ULC statement on Social Justice

Gina Millsap shared the ULC (Urban Library Council) Statement on Race and Social Equity that was developed by a ULC Directors Working Group. The Topeka and Shawnee County Public Library has been asked to sign on to the statement to give voice to our social justice commitment. Gina has sent the statement and background information to the trustees for review and comment. She asked the Management Council to review the document and utilize this type of language as we develop work plans for implementing Community Impact goals.

ULC (Urban Library Council) Statement on Race and Social Equity

As leaders of North America’s public libraries, we are committed to achieving racial and social equity by contributing to a more just society in which all community members can realize their full potential. Our libraries can help achieve true and sustained equity through an intentional, systemic and transformative library-community partnership. Our library systems are working to achieve equity in the communities we serve by:

  • Eliminating racial and social equity barriers in library programs, services, policies and practices
  • Creating and maintaining an environment of diversity, inclusion and respect both in our library systems and in all aspects of our community role
  • Ensuring that we are reaching and engaging disenfranchised people in the community and helping them express their voice
  • Serving as a convener and facilitator of conversations and partnerships to address community challenges
  • Being forthright on tough issues that are important to our communities

Libraries are trusted, venerable and enduring institutions, central to their communities and an essential participant in the movement for racial and social equity.

Topics and projects for upcoming meetings

  • Services offered by the Library: Facilitation – Librarian / Management Team
  • Human Resources Training – Jesse Maddox and Felicia Hillebert
  • HTC VIVE – David King
  • Programming
  • 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
  • Utilizing data when communicating to staff, board, and public
  • New Data Source – Thad Hartman
  • Invite Library Attorney Chuck Engel – review of Kansas Law
  • Organizational Excellence
  • Branding update/report

Meeting adjourned

There was no further business for the Management Council and Sandy adjourned the meeting at 4:10 PM.

Next meeting

Thursday, October 5, 2017

2:00-4:00 PM

Menninger Room 206

Ivan Johnson facilitator

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