Management Council Notes – January 8, 2015

Management Council Notes

January 8, 2015


Menninger room 206

Present:  Cindy Hohl, David King, Diana Friend, Greg Gaul, Gina Millsap, Ivan Johnson, John Kugler, LeAnn Petrie, Marie Pyko, Michael Perkins, Nancy Lindberg, Paul Brennan, Rob Banks, Ruth Rodden, Sandy Hestand, Scarlett Fisher-Herreman, Sheryl Weller, Stephanie Hall, Stephen Lusk, Thad Hartman, Ted Yungclas

Meeting Purpose:             Discuss items for All-Staff meetings and catch up on projects after holidays

Expected Product:            agenda for All-Staff meeting

The January 8, 2015 meeting of the Topeka and Shawnee County Public Library Management Council was called to order by facilitator Diana Friend at 2:00pm. Diana provided an overview of the meeting agenda and purpose, and the expected outcomes.

The Management Council reviewed the minutes from the December 11, 2014. No action items were extracted. The minutes were accepted with recommended revisions.

All-Staff meeting Agenda

All-Staff meetings will take place January 28, 2015 at 8:00am in Marvin Auditorium 101B/C, 3:00pm in Marvin Auditorium 101B/C and 5:00pm in Marvin Auditorium 101B. Gina reported that initial items for discussion at All-Staff meeting include updates on the Staff Planning meetings in which staff participated during the fall, the new service model being developed by the Management Council as well as other initiatives related to strategic planning and the upcoming Voice over IP project. Update the staff on the SNAP scheduling tool and what their interaction with SNAP, VOIP and the new service model will be. It is important for the staff to be involved in these discussions and how they will be affected by the outcomes. It is important for the staff to know the sequence of these upcoming initiatives and the organizational impact they will have.

SNAP training update – Rob Banks

Rob reported that Bookmobile and Circulation began testing the SNAP scheduling tool before end of the year. Rob is checking with these units to see how it is working. The next steps will be to expand to other areas.

In candid discussions during the meeting it was revealed that no department had given the new system a true test of the scheduling tool without using backup schedules or redundancies. Concern was expressed about letting go of old ways and diving in. the technical implementation component is set and understood. This can be completed by the end of this month. The Organizational implementation component is not ready. Rob indicated that in some instances, Outlook calendars will still need to be utilized for more granular detail about individual schedules. Managers and supervisors will need to communicate and understand how SNAP scheduling will change how we work. SNAP will be more heavily used in some departments but all managers will need to know how to use the tool, for example when they are MIC or on Saturday mornings.

Additional next steps include:

  • developing procedures to have in place for staff so they can use the SNAP scheduling tool
  • developing a visual “bulletin board with the SNAP schedule
  • develop a one page “cheat sheet” describing how to work with the SNAP scheduling tool like was done with the ADP implementation
  • the organizational implementation component needs to be understood along with ADP integration and Outlook integration
  • A true test needs to take place that abandons the Excel component of the Outlook calendar
  • Review live examples of how the SNAP scheduling tool was used and how it worked
  • Determine a realistic “go live” date
  • Develop SNAP scheduling tool work sessions for managers and supervisors that need it
  • Addressing the potential question of why an employee should utilize the SNAP scheduling tool when the detailed information is located in Outlook.

VITA (Volunteer Income Tax Assistance) Preparation

Rob Banks, Cindy Hohl and Kari Zimmerman are developing a new plan for this year’s VITA preparation. Because of the RFID project and the new kiosks, the waiting area for VITA users will not be in front of Red Carpet. Bonnie and Cindy working on this and will provide an update soon. VITA begins Feb 2 and will go through April 14.


Cindy Hohl shared that programs are already booking into May. She distributed a draft for a programming plan for the remainder of 2015. She inquired if these were guidelines that staff members are currently using as they have been referred to from time to time. Cindy is asking for ideas keeping in mind that it is important to determine what the customers want and need. When the Management Council meets again, she will have the group look at programming in greater detail regarding what has worked well and solicit feedback for the following:

– develop program goals to meet our customers’ needs

– develop program guidelines for implementation

– develop process plan

– write technical plan

– schedule creative brief

– develop post mortem analysis for ROI reporting

Diana reported that we have been approached by Topeka Magazine and our programming information would be an excellent piece to include.

Radio Upgrade Report – Greg Gaul

Greg Gaul reported on the status of the radio system upgrade. New software for two channels will be installed with a date to be determined this month. Greg distributed a schedule of changes for 2015 as we pare down from 39 to 26 radios. There was discussion about some of the radio assignments. Greg informed the group that he would keep them apprised as changes take place.

Structure for MC meetings in 2015

Rob Banks led follow-up discussion regarding the structure of Management Council meetings for 2015. The group agreed in December that meeting will take place every Thursday expect on those Thursdays when there is a Board of Trustees meeting. The following ideas were presented regarding structure for meetings for 2015:

  • Use masterful meeting model
  • General topics each time
  • Meetings set aside for specific topics (e.g. policy, SNAP, strategic discussions)
  • Allow everyone to be heard
  • Analyze that we are proceeding as planned
  • Determine that what we’re doing is making sense
  • Keep facilitation model we have
  • Come prepared to discuss “specific” topics – send info beforehand and come prepared for discussion
  • Rob indicated that discussion would continue at the next meeting.

Plans for reading Aspen Institute Report

Rob Banks reported that the Librarian cohort reading the Aspen Institute Report Rising to the Challenge: Re-Envisioning Public Libraries and the Board of Trustees is reading it and the Management Council should read it. Gina reinforced that it is an excellent report and ALA members will have read it for Midwinter Meeting. She will bring back discussion items from those meetings. We should have pre-discussion about our library and other libraries and develop a small list of thinking/talking points focused on what does the report mean for us and how it will affect our decisions and actions in the future. The article will be on the February 12 meeting schedule

No meeting January 15, 2015 – BOT meeting


  • David – computer upgrade schedule coming out soon. Began with the Edge, New Media and study rooms Jan 12, and will conclude in Youth Services by mid-April.
  • Michael – debrief of Make IT lab use. Have had 124 users. Finding out skill level of customers. Staff found it less stressful than initially thought. Gratifying to customers.
  • Gina – 712 innovations opening January 31. Library cooperating as a partner and Gina serving on the board.

QA –

Discussed publication of new Library News and questioned how we best feature our activities and services. One suggestion was to create an editorial calendar for the Digital Branch. Equal coverage should take place between Library News and the website. Both need to be vibrant. We need to “hammer” on the first community impact goal – should be featuring that. There needs to be more participation.

Future Agenda Items – All

Revisit – previous successes – neighborhoods, self-checkout, other.

Aspen Article discussion – February 12, 2015

The meeting was adjourned at 3:50pm.

 Next meeting is scheduled for January 22, 2015 at 2:00 pm in Menninger Room 206

Greg Gaul – facilitator






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