Management Council notes November 1, 2018

Management Council notes

November 1, 2018

2:30-4:00 pm

Marvin Auditorium 101C

Present: Jesse Maddox, Kelli Smith, Ruth Rodden, Thad Hartman, Debbie Stanton, Nancy Lindberg, Sandy Hestand, David King, Autumn Friedli, Marie Pyko, Stephanie Hall, LeAnn Brungardt, Ivan Johnson, Paul Brennan, Mary Campbell, Scarlett Fisher-Herreman, Kristin Kelly


Call to order: David King


Meeting Purpose: Discuss New Crisis Communication and develop next steps; Increase awareness and understanding of the importance of communicating with staff; Discuss Collaboration Activities and development


Expected Products: Next steps for Crisis Communication changes; Plans for next Collaboration Activities


Review of minutes from the November 1, 2018 meeting

Approved as written


David called meeting to order at 2:30 pm and reviewed agenda – reviewed minutes.


Crisis Communication

Thad briefly discussed pepper spray incident. A development of procedures are needed to effectively communicate and share with staff. Friendly reminder to be sure to call and/or text Gina, and Diana when situation such as this occur. Additional information to follow.



  • Gina- Crisis management plan is needed to ensure our customers, partners, and stakeholders are aware of what is going on.


Collaboration Activities

Kristin presented the advantages and importance of effective collaboration. She reviewed the 12 traits of effective collaboration. MC members were asked to participate in the Pipeline Team Building Activity problem solving game. This activity reinforces that some activities are impossible to or impractical to do alone. Great learning experience and emphasizes the importance of leadership building.



Area Updates

  • Kelli – Large print moved due to construction. Circulation Desk is transitioning and adjusting to changes. Circulation is overseeing the check in process of wheelchairs.
  • Ruth – Currently in the hiring phase. She attended the Race Place & Diversity Symposium in KCK. The symposium is provided by the Kansas City Friends of Alvin Ailey’s symposium project and directs attention toward fostering awareness of issues of diversity at the local, regional, national and international levels. For further information visit
  • Jesse – Reminders: Ensure staff is scheduled to meet with HR for walk through enrollment process. Premiums have decreased and are now offering orthodontic coverage!
  • Thad – Will continue to keep staff informed of construction details. Posting updates on News 2 Use for latest rendering information concerning the Circulation Plaza & Learning Center. Please keep in mind the impact construction will have on customers and staff. As an example the carpet will be removed the week before the Christmas Holiday as well as the tile in the rotunda. How will the effect access to the Youth Service Space, service elevator, and main entrance. Updates will be provided.
    • Gina – Communication plan needs to be in place. Signs need to be created and in place so that our customers as well as staff are aware. Concerns with different levels between carpet and tile. We want to avoid someone getting hurt. Due diligence is critical, want to avoid falls.
  • Debbie – Attended Kansas Library Association (KLA) session in Wichita. The session discussed pass port details, information, and requirements. Plans to share this information. Good News! Upfront Business Librarian staff position has been filled.
  • Nancy – Did you know The Millennium Café falls under The Library Foundation? $1,750.00 goes into the general fund monthly. The refrigerator behind the counter has been replaced. A grab-n-go refrigerator has been approved and Doug Petrie of the Millennium Café will do a trial run. The Millennium Café participates in the CHAMPSS (Choosing Healthy Appetizing Meal Plan Solutions for Seniors) program offered through Jayhawk Area Agency on Aging that allows seniors age 60 and older to choose from different entrees and eat spontaneously at their convenience seven days a week at CHAMPSS locations throughout our three county area. Seniors pay a reduced fee. This program has mainly been offered in grocery stores. 2018 CHAMPSS survey results will be provided to MC. Note: Survey was sent out on 11/01/2018. Janel DeLeye has been diligently working on the direct campaign “Thank You” letters. A little over 600 bricks have been ordered.
    • Gina – the grab-n-go refrigerator will provide a different point of sale for our customers that have a tight schedule.
  • Sandy –no updates.
  • David – Currently looking at Comprise Software for printers and streamline our processes. Mobile printing from IPads have been challenging. A test group has been put into place. Digital Inclusion Plan Initiatives assist those in our community that do not have access to Broadband. This plan will help people get what they need.
    • Gina – Digital Inclusion Plan Initiatives can be mapped as a Theory of Change. JEDO (Joint Economic Development Organization) is seeking ways to improve broadband access throughout Topeka and Shawnee County. While parts of Topeka and Shawnee County currently enjoy access to broadband services meeting the FCC Baseline performance standard, many do not. RFI (Request for Information) will be available until October 26, 2018. She is the Project Manager overseeing the RFI process. The RFI is threefold:
  1. Make available a minimum of 25/3 Mbps service to virtually all premises within the County – rural and urban alike.
  2. Ensure that every household has access to a minimum of 25/3 Mbps service, especially households with school-aged children. In addition, the Program seeks to identify ways to allow households who may not be able to afford even reduced-price service access to home broadband.
  3. Introduce gigabit services to parts of Topeka and Shawnee County that are currently well-served with broadband infrastructure.

TSCPL is looking into the opportunities JEDO could bring/provide to Digital Learning. Engaging with other partners. Continuing OLCL Wise conversations and looking forward to the presentation by owner Clark Swanson of Orangeboy Inc. For more than 20 years, OrangeBoy has been using customer insights to drive results. In today’s competitive environment, customers are central to success. We aim to help organizations understand their customers to drive decisions and strategies that improve operational efficiencies and impact, and help achieve greater levels of customer satisfaction, loyalty and value.

  • LeAnn – Learn and Play bus will be going to Paola for maintenance repairs. Shelby has been working with teachers at Hayden High School to get digital cards in hand. Offering several packages. Should we continue providing gaming such as Fort Night? We need to look into this and have a discussion.
  • Autumn – Currently interviewing for the Readers Librarian, narrowed down from 11 to 6 applicants.
  • Stephanie – Poppy is the new 3D print of the month.
  • Paul – No updates.
  • Mary – Friends Book Sale Goal was $30,000 in sale proceeds and reached $29,797.33. Sunday, November 4 is the Friends Annual Meeting. DPIL ornaments are available in the Booktique, proceeds go to DPIL.
  • Scarlett – New hire, Rachael Schmidtlein, Collection Development Professional will begin work the week of November. 4 weeks of collection ordering Magazine overdrive. Hoping for Friday Frenzy that will allow additional credits we can utilize later.
  • Kristin – Concluded individual meetings with each member of the Management Council to discuss training needs. Working on building a comprehensive training plan to incorporate department and Library needs. Gathering training ideas for activities in Leadership Team meetings and other teams as needed. Contacted Leadership Strategies to get information on scheduling a 2-day “Masterful Meetings” training, more information forthcoming. Planning for Staff Development Day 2019 has begun, mark your calendars for Monday, February 18.


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 to bring before the Management Council and the meeting adjourned at 4:14 pm.


Next meeting

Thursday, November 29, 2018

2:00-4:00 PM

Marvin Auditorium 101C

Nancy Lindberg, Facilitator



Meeting Minutes: Margo



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