Management Council notes – December 7, 2017

Management Council notes

December 7, 2017

2:00 – 4:00 PM

Marvin Auditorium 101A

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

Meeting Purpose: Facilities Master Planning; Staffing; Programming

Expected Products: Additional 2018 Facilities Master Planning information; information related to staffing changes and programming transitions; other updates

John Kugler called the December 7, 2017 meeting of the Topeka and Shawnee County Public Library Management Council to order at 2:00 PM in the Marvin Auditorium 101A. He reviewed the meeting purpose and provided an overview of the agenda. Minutes from the November 30, 2017 meeting were approved as submitted.

Facilities Master Plan 2018

Thad Hartman reported on recent meetings with Tevis Architects regarding Facilities Master Plan initiatives for 2018. Claire’s Courtyard plans are moving forward with a modification to the building placement. The committee still anticipates accepting requests for proposals early next year as Thad reported last week.

David King provided an update on Team Room software installation and equipment. There was discussion about uses of the Team Rooms

Staffing Changes

Gina Millsap discussed long range plans relating to customer experience.

Gina also provided information about plans for the Chief Operations Officer position. She shared information on an article from the Harvard Business Review, Second In Command: The Misunderstood Role of the Chief Operating Officer, that identifies seven different styles attributed to a COO.  

The Senior Executive Committee read the article and Gina reported that she would forward the link to the rest of the Management Council, The group also reviewed questions Gina posed relating to the article and the group had discussion about what it had been like for them to operate without a COO for the last few weeks. Time line for hiring a new COO is tentatively set for the end of the second quarter of 2018 – following the Springsted Study.

Program Plan Changes

Marie Pyko shared discussions taking place about how we create our programming plan utilizing the current staff and how programming can relate to the community impact goals. The objective is to develop programming that is more “experience” and less “program.” A Learning Experience Manager position description is being developed to achieve these goals and weave learning throughout the community impact goals. Stephanie Hall will assume the Learning Experience Manager position – she and Marie are working with several organization who have such positions to develop a model that can be utilized here.



  • Gina reported that the recently implemented No Tolerance Policy regarding language and roughhousing behaviors seems to be working well this week. Word of mouth and peer pressure seems to work in getting the announcement out to the teens. We need to continue reinforcing that we have a customer conduct policy that all customers must follow. Gina has met
  • with Brad McCarter about policies we have. Also, we will have staff meetings to discuss customer conduct to reinforce that we are a safe place and we don’t tolerate misbehavior. There was additional discussion relating to clarification about children being pick up on time when the library closes – the Police Department has changed its policies about taking children to intake. This topic should be a part of the Manager In Charge discussion at the next MC meeting.
  • Gina provided an update on a customer that is extremely concerned that there are bed bugs at the Library. Gina explained the situation and the steps we take to deal with the bedbugs when they are discovered.
  • Gina reported that another customer has contacted one of our Board members regarding his displeasure with the new roving librarian model.
  • Gina has alerted the Trustees to all three of the above issues and has provided talking points to them.


  • Nancy Lindberg reported that next week is the year end meeting for The Library Foundation. They will be honoring those members leaving the board and introducing the board’s new members. She also reported that the new, reach in, cooler has been delivered to Millennium Café. Funding for Claire’s Courtyard has arrived.
  • Thad Hartman reported that the kid’s library process improvement team met today and they expressed interest in a roving librarian model.
  • Thad also reported that the medical arts building demolition was the first step in completing the new parking area at 1001 SW Garfield. A conditional use permit has been applied for and once it is granted there will be a public meeting regarding the project.
  • Thad also reported that the glass dividers will be installed on north reading room tables within the next two weeks.
  • LeAnn Brungardt reported on changes to the floor of the kid’s library so that more computers can be added to the area.

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, Augmented Reality– David King
  • Utilizing data when communicating to staff, board, and public
  • New Data Source – Thad Hartman
  • Invite Library Attorney Chuck Engel – review of Kansas Law (March or April)
  • Manager In Charge – Stephanie Hall (December 14)


Meeting adjourned

There was no further business for the Management Council and the meeting ended at 3:26 pm.


Next meeting

Thursday, December 14, 2017

2:00-4:00 PM

Marvin Auditorium 101A

Nancy Lindberg, facilitator


Comments are closed.