Staff Meeting Notes July-Dec 2010

Kendall Staff meeting
Wednesday, December 15, 2010
9:15-9:50 AM, Breakroom
 
Misc. Housekeeping:

• Breakroom: put dirty dishes in dishwasher (more sanitary, they won’t jump in there themselves, clean up after yourself).
• Breakroom: complete refrigerator cleanup Jan. 29—take anything you don’t want thrown away.
• Workroom/Service Desks: shared workspaces—respect others’ use, clean up after yourself.
• Customer Service: transferring calls—please announce before transferring (difficulty of communicating when everyone spread over building, important not to drop the ball. 
• Customer Service: help customers if you see them standing around or waiting when passing through lobby and on 2nd and 3rd floor when shelving—don’t just ignore them.  Balance helpfulness with schedule requirements but err on side of helpfulness.
• KL FOLLOW-UP: move phone by sorter computer back to delivery desk to provide phone back-up; get walkie-talkies for ref staff to use when out on floor.

 
Holiday Party

• Potluck lunch, Tuesday, Dec 21, 11:30-2:30
• Sign-up sheet in breakroom
• Gift giving?  (white elephant, electronic card, ??)

 
Staff changes

• Oak Forest staff: Planning & Facilities web page has OAK opening late Feb/early March.  OAK staff here through Jan possibly (?).
• Customer Service: one person at lobby desk: assess as staffing changes, identify key service points and staffing needs throughout day—how to continue to provide service with fewer staff (how not to drop the ball while running and tossing it over your shoulder).
• Megan leaving Jan. 4 (not announced).

 
Ran out of time for the following

• Sorting:  don’t put cataloged paperbacks in the uncataloged paperback bin, even if they’re paperbacks—if they’re cataloged, they go on the cart with the hardcover fiction.  Putting them in the paperback bin just delays shelving and adds extra handling to the process.
• Shelving: okay to wear earbuds and listen to music while shelving as long as:

• You can still hear when someone is talking to you
• You help customers if they have questions
• No music bleed over
• The music you’re listening to doesn’t make you fall asleep (but peppy music that makes you more energetic and shelve faster is okay).

 
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Kendall Staff Meeting
Wednesday, November 17
9:15-9:55 AM, Workroom 
 
1. Staff Changes:  Trista to LA @ ROB beginning 11/15/10
 
2.Online Sign-In & Out
 

• last name only okay (we all have different last names)--important to be consistent for sorting purposes
• very brief notes if signing in with correction and be sure to include original time
• once you sign-in, you're working.  Don't sign-in downstairs, then go upstairs for a cup of coffee.  Better yet, sign-in at your desk, then spend 5 minutes checking email and blog posts (etime)
• Official COH version will go live sometime next year--the time to get used to this is now!

 
3. Shelving

1. cart location--having assigned spaces for carts in sorting room is really helping to keep the process organized
2. assign areas? 

• pro: accountability--know who is responsible for each area
• pro: work on an area slow and steady every day is better for keeping up
• con: no back up if away (back-ups can be assigned)
• con: some areas larger or busier than others
• con: loose teamwork--don't feel responsible to helping others get caught up

3. return to sorter room:

• return carts to sorter room when finished with shift or cart
• otherwise label cart if you plan to return to it later to finish
• abandoned carts left on floor don't get finished and creates shortage of carts in sorter room

 
4. Circ Issues (usually separate Circ meeting on Wednesdays)

• Harris Country Items: Please log Harris Country items receives, and then check the item in using HCPL software. After logging and checking in item(s), please put the item in transit. DO NOT leave items stranded at the desk in various bins w/o labels
• Relieving co-workers at Service points: Please wait to be relieved from a service point Your co-worker may be assisting another staff member to customer and at times it may affect relief at service points.  If a co-worker is not there and you need to leave immediately please call ask a co-worker from sort or check-in to please step in and/or call a supervisor to arrange assistance.
• I.L.L spreadsheets: Please be aware that all staff can view the I.L.L spreadsheets from all service point Google accounts document folders.
• Commonly used P-Types
• Inside City Limit (Address has “Houston”): 
• 41 - for ADULT Residents
• 57 - for YOUTH Residents
• Outside City Limit (Address not in Houston  but still in Texas)
• 43 - ADULT NON-RESIDENT WAIVER
• 50 - YOUTH NON-RESIDENT WAIVer
• 
  

5.  Holiday Schedule: hand out draft of December monthly calendar--check dates to make sure your holiday requests are accurate.
 
6.  Other business: discussed incident at Montrose and what to do with child safety at Kendall
 
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Kendall Reference Staff Meeting
Tuesday, November 16
9:15-9:55 AM, Teen Area
 
Programs 

1. review Program Plans for January--due in Program Registration 2nd week of December (usually)
2. please continue to enter programs in Word doc in branch folder on G: Drive--used as the source for all other program info--Program Registration, Google program calendar on blog and service desks, room reservation spreadsheet, flyers, daily schedule, etc.  When Print Shop cannot retrieve our programs from Program Regisration, I send Word doc instead (so it needs to be up-to-date), also used
3. consider what we may need/want to cut back with less staff available next year; what are our foundation/essential programs and what are discretionary programs we may need to table for a while?

 
Procedures

1. suggested delegate scheduling or designate back-ups; also could rotate daily schedule so everyone gets experience
2. carts on floor--what to do?  (see discussion above)
3. also floors messy at end of day--need for defined opening & closing procedures and assignments, including pick-up
4. problem with circulation passing along problems to 2nd floor which could be handled ont 1st floor--what are some examples?
5. holds shelf on 1st floor confusing when customer has to look in multiple places for hold--need to shelve holds received in delivery and checked-in throughout day rather than holding until end of day (or next day). 

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Kendall Staff meeting
Wednesday, October 20, 9:15-9:50 AM
 

1. Update from Manager’s Meeting 10-14-10 (KL)

·        Workers Comp and Finishing 1st w Safety

·        LMS—floating collection and upcoming orders

·        Availability of Booksale funds

·        Library info sheets and KEN status

Other: drainage improvements underway in parking lot, grass planted, other plantings need to be fixed.

2. Online sign-in/sign-out (EC)

·        available on personal desktops, circulation, reference and workroom computers.

·        Important to begin using prior to timesheets going online

·        also paperless office and info needed for timesheets

3. Holiday comp time (EC)

·        If your day off falls on a holiday day, you have a holiday comp day good for 90 days, scheduled depending on availability.

·        Not everyone will be able to take off the day before Thanksgiving or Dec. 23, but can pick another day that week or save to use later (within 90 days)

4. Work Progress reports and self-assessment (see attached) (KL)

·        KL working on WPRs

·        Please complete self-assessment to help identify training/skills you want to develop

·        COH mandatory and optional competencies included FYI (so you know what we are looking for)

·        WPRs not scored but meant to be a mid-year update, identify areas where you are doing well and areas you want to work on.

5. Holiday Leave requests (KL)

·        Approved requests already received

·        Drafts of Nov and Dec calendars available in Google docs

·        Additional requests will be filled depending on staffing needs and availability

6. Other issues for future consideration

·        Sorter fixes underway; problems being studied by Fred and Syma; we need to document problem items (not sorted correctly, not checked in) for them

·        Birthdays—anyone interested in planning/organizing staff birthday events (Janet is but off during meeting)

 
 
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Kendall Reference Staff Meeting
Tuesday, July 27, 2010
9:15-9:50
 

1. Welcome Martha

2. Review September program plans

1. Adult
2. Teen
3. Kids

3. Desk Coverage

4. Volunteer Recognition

 
1In-Charge During KL Vac:
7/29:  Erin (2nd/3rd floors), Sarah (1st floor)
7/30: Erin (2nd/3rd floors), Sarah (1st floor)
7/31: Erin (2nd/3rd floors), Sarah (1st floor)
8/2: Erin (1st floor, building & equipment), Martha (2nd floor), Megan (3rd floor)
8/3: Martha (1st floor, building & equipment), Megan (2nd & 3rd floor)
8/4: Sarah (1st floor, equipment), Martha (2nd floor and building), Megan (3rd Floor)
  
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Kendall Staff Meeting
Tuesday, July 13
10:15-10:50 AM, Teen Gaming Area, 3rd floor
 
Agenda
 
1. Welcome new staff

• Martha Ross, L II, from Park Place
• Oak Forest circulation staff members: Nancy Vandeventer, Sr LA; Runda Giles, LA; Lynn Nelson, LA/PT; Trista Larson, LA/PT
• Summer Youth Interns Katy and Jakeshia

 
2. Updates from July Manager's Meeting

• Door Count July 19-25
• FY10 Annual Report due Aug 1
• Finishing First with Safety Challenge: 1) Reduce Injuries; 2) Timely Incident Reporting; 3) Caught Being Safe
• Payroll Consolidation
• Customer Comment Forms

• sent to NL Team Leader (our is Mike Van Campen)
• scan branch copy
• must include staff name received by, location, resolution and if response requested

• Online Schedules: provide NL team leaders access to daily schedules
• Off-desk activities: track off- (and sometimes on-) desk activities to document for ELT; to make visible many duties that need to be done in order for the branch to function.

 
3. Workroom layout plan
 
4. 206 forms

1. leave in basket on Time & Attendance desk
2. Erin checks at beginning of week, gives them to Karen to sign
3. Erin returns copy of approved 206 for your files.
4. Turn in vacation requests for August and Labor Day weekend now!

 
5. Schedule Preferences: update your preferences with form (in Karen's box)