Management Council notes – December 14, 2017

Management Council notes

December 14, 2017

2:00 – 4:00 PM

Marvin Auditorium 101C

Present: David King, Diana Friend, Greg Gaul, Gina Millsap, Ivan Johnson, 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: Manager In Charge; Facilities Master Planning; Staffing; HTC VIVE and Augmented Reality, Updates

Expected Products: Manager in Charge responsibilities discussed and clarified; additional 2018 Facilities Master Planning information; introduction to HTC VIVE virtual reality and the differences between augmented reality; other updates

Nancy Lindberg called the December 14, 2017 meeting of the Topeka and Shawnee County Public Library Management Council to order at 2:00 PM in the Marvin Auditorium 101C. She reviewed the meeting purpose and provided an overview of the agenda. Minutes from the December 7, 2017 meeting were approved as edited.

 Manager in Charge

Stephanie Hall reviewed responsibilities and duties for managers when serving in the Manager in Charge (MIC) role. As new managers begin working into the MIC rotation it is important for expectations be clear and the MIC is consistent with policy and procedure. It was emphasized that the MIC is the CEO when the CEO is not in the building (after 5:00 PM and during the weekend). The following list reflects the topic discussion:

  • Staff needs to be aware of who is in charge and who the MIC is during a shift.
  • The MIC needs to know who is working in the departments and
  • The MIC will ask the staff that is working what employee hours are for the duration of the MIC’s shift.
  • The MIC needs to know the policies and
  • Observe when the policy is being observed.
  • The MIC needs to engage individuals about the policy if there is a violation and
  • Call security if needed.
  • Policies have been reviewed recently with the new policy of no tolerance for roughhousing and language.
  • MIC needs to confirm and find out when staff are leaving following library closing. The MIC should maintain the procedure that all staff depart at the same time.
  • Security and off duty police should wait to leave until they have checked with the MIC
  • The MIC should check with kids/youth and find out how they are getting home after the library closes.
  • Still need clarification regarding what happens to children who have not been picked up when the library closes.
  • The parking lot is closed between 9:30 PM and 7:00 AM.
  • There is a Manager in Charge checklist – Greg Gaul will send it via e-mail.
  • Applicable policies with which the MIC needs to be familiar are:
    • Computer and Internet Use Policy
    • Customer Conduct Policy
    • Unattended Child Policy
    • Customer Service Policy
    • All can be accessed through intranet links –
  • The MIC should be familiar with things taking place on the floor including programs and events (available on EMS)
  • Be aware of current “hot topics” – e.g. bedbug appearances, changes to the library facilities, potential weather issues.
  • The MIC should be visible on the floor.

HTC VIVE virtual reality and augmented reality

David King provided an overview of HTC VIVE virtual reality systems and how these systems might be used by the library in the future – activity/recreation, education – in-service/training, leisure/ relaxation – taking a trip virtually, other? More about HTC VIVE is available at

Many libraries are trying out HTC VIVE and determining how it can be incorporated into their collections. At TSCPL we have had and open house for staff to see it and how it works. It may find a home in the new Learning Center.

David provided additional information differentiating virtual reality from augmented reality.

From: Augment

Virtual reality (VR) is an artificial, computer-generated simulation or recreation of a real life environment or situation. It immerses the user by making them feel like they are experiencing the simulated reality firsthand, primarily by stimulating their vision and hearing.

VR is typically achieved by wearing a headset like Facebook’s Oculus equipped with the technology, and is used prominently in two different ways:

  • To create and enhance an imaginary reality for gaming, entertainment, and play (Such as video and computer games, or 3D movies, head mounted display).
  • To enhance training for real life environments by creating a simulation of reality where people can practice beforehand (Such as flight simulators for pilots).

Virtual reality is possible through a coding language known as VRML (Virtual Reality Modeling Language) which can be used to create a series of images, and specify what types of interactions are possible for them.

Augmented reality (AR) is a technology that layers computer-generated enhancements atop an existing reality in order to make it more meaningful through the ability to interact with it. AR is developed into apps and used on mobile devices to blend digital components into the real world in such a way that they enhance one another, but can also be told apart easily.

AR technology is quickly coming into the mainstream. It is used to display score overlays on telecasted sports games and pop out 3D emails, photos or text messages on mobile devices. Leaders of the tech industry are also using AR to do amazing and revolutionary things with holograms and motion activated commands.

Augmented reality and virtual reality are inverse reflections of one in another with what each technology seeks to accomplish and deliver for the user. Virtual reality offers a digital recreation of a real life setting, while augmented reality delivers virtual elements as an overlay to the real world.

Facilities Master Plan 2018

Thad Hartman shared updates to Claire’s Courtyard plans.


  • Kim Torrey reported that the Adventuremobile contract is complete.
  • Thad Hartman reported that the hearing for the conditional use permit for the 1001 SW Garfield property will be held next week.
  • Mary Campbell reported that the Friends have contracted with Thriftbookis, a different used book vendor. Their collection boxes are on the loading dock. Mary also provided updates on the January book sale and provided an update on the Holiday Open House.
  • Diana Friend reported that Communications and Marketing is preparing for the new brand role out.
  • Diana also reported that Library News goes to print next week.
  • David King reported that all is about back to normal following email change update and migration.
  • Sandy Hestand reported that next week is bookmobile maintenance week so all vehicles will be out of service. Materials can be picked up in the holds room.
  • Ruth Rodden reported that she will be participating Washburn Rural Professional Day presentations in April.

Topics and projects for upcoming meetings

  • Services offered by the Library: Facilitation – Librarian / Management Team
  • Human Resources Training – Jesse Maddox and Felicia Hillebert
  • 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)

Meeting adjourned

There was no further business for the Management Council and the meeting ended at 3:30 pm.

 Next meeting

Thursday, January 4, 2018

2:00-4:00 PM

Marvin Auditorium 101C

Marie Pyko, facilitator


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