Staff Meeting Notes 7-13-16

Kendall Staff Meeting

July 13, 2016, 11:15 – 11:45 AM, Break Room

1. Updates (Karen):
1. Thank you to our Summer Interns Gabriella and Hannah.
2. Cake Challenge
3. HEAR Review deadline July 30.
2. Training: Policy Review: Attendance, Absence and Kronos (Karen)

Quick Notes

• Deposit Slips:  Don’t save the data you entered in the Excel deposit slips when you’re finished.  We want to start each day with a clean slip.
• FLIP Kits:  After checking in returned FLIP Kits, check them out to the KEN-REFURB account if they’re going to the Children’s Museum to be refurbished.  If they have a holds, print out the hold label, then check the kit out to the REFURB account so we can track its location while it’s in transit.
• Tag all incoming items:  Please tag all incoming items without tags, including items from Central and other locations (except ILL).  This will save us a lot of time later when they’re returned.
• Clear items in the Tagging bins each day::  While these items are waiting to be tagged, the catalog shows them as “Check Shelf”--ready to check out.  Let’s get them on the shelves as soon as possible.  
• A good team member: 1) puts the team first, 2) shares the work, and 3) shares the ice cream!

Events

• Friday, July 15: Last Day of Pay Period
• Friday, July 22: Pay Day
• Friday, July 22: CE Managers Meeting (Karen)
• Wednesday, July 27: Open Discussion Meeting and Cake Challenge!
• Saturday, July 30: FY16 Annual Reviews finished and locked.
• Monday, August 1: Last Day of Summer Reading Program!
• Thursday, August 4: Last day for Gabriella and Hannah.

Staff Meeting Notes 6-15-16

Kendall Staff Meeting, June 15, 2016

11:15 – 11:45 AM, Break Room and Lobby

1. Updates (Karen):
1. Welcome to our Summer Interns Gabriella and Hannah.
2. Customer Refund Request Form (aka Revenue Refund Form)
3. HEAR Review deadline changed to July 30.
2. Training: What to Do When the Security Gate Beeps (Karen and Rita)

Quick Notes

• Deposit Slips:  Don’t save the data you entered in the Excel deposit slips when you’re finished.  We want to start each day with a clean slip.
• FLIP Kits:  After checking in returned FLIP Kits, check them out to the KEN-REFURB account if they’re going to the Children’s Museum to be refurbished.  If they have a holds, print out the hold label, then check the kit out to the REFURB account so we can track its location while it’s in transit.
• Tag all incoming items:  Please tag all incoming items without tags, including items from Central and other locations (except ILL).  This will save us a lot of time later when they’re returned.

Events

• Friday, June 17: Last Day of Pay Period
• Friday, June 24: Pay Day
• Friday, June 24: CE Managers Meeting (Karen)
• Wednesday, June 29: Open Discussion Meeting
• Monday, July 4:  Independence Day Holiday, library closed
• Friday, July 8: Youth Services Meeting (Jasmine, Leona, Nagma, Shanti)
• Wednesday, July 13: Staff Meeting
• Friday, July 29: FY16 Annual Reviews due

Open Discussion Notes 7-29-15

11:15-11:45, Break Room
In Attendance: Albert, Jose, Doug, Nina, Alice, Leona, Alisa, Lauren, Kathrine, Evin, Trish, Temeka, Pam, Shanti.

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Nina: We need to be swiping every bill other than $1 with the counterfeit pen.  Houston has been getting a lot of counterfeit bills.  This needs to be done before you finish any transaction, and if the bill is bad you must ask for another form of payment.

Jose: Is there a system rule about waiving fines?  Is there a maximum amount that can be waived?  Alisa added that Fred Schumacher approved a 10% waive in the condition of a hospital stay or a death.  Temeka suggested otherwise the customer must be directed to Circ Admin at x31330

Temeka:  We need to be charging for print cards, computer cards, and copies.  $1 is the fee for getting a replacement computer card.  We can make exceptions one time for lost cards and we can give them their card number (we must then make the reservation for the customer), but after that they must be charged for a new card.  Make a note in their account if you give them the exception.  Trish added that it is also good practice to ask for ID if a person needs a password for their computer card.  We want to make sure we are not allowing a customer to use someone else’s card.

Pam:  Please do not send  patrons up to the stacks by themselves to do shelf checks.  We either need to do the shelf check ourselves (after making sure desks are covered), or we need to call up to the staff desk and have staff do the shelf check on the correct floor.  Volunteers will be leaving after this week, and she will be throwing a party!

Temeka: Shelve holds carefully.  Make sure you are putting items in the correct, alphabetical order.  Pam added that if we know a volunteer is making a mistake, bring it to her attention immediately.  Albert added that we can also gently remind the volunteer of the correct procedure.

Leona:  This is the last week of SRP!  Kids don’t go back to school until 8/24, so we will still be hosting programs and we will still be busy.  We are out of CMH coupons and won’t be getting any more, so we can award one program prize instead.  For teens, we can give them the MFAH ticket if they want.  Booklets are due by 8/10, but we will still be giving prizes if we have them.

Temeka: In delivery we need to be scanning everything in.  Do not leave Flip Kits on the cart for exceptions.  Take the new holds wrapper off the material after it is turned in.

Albert:  We need to be sending money bags in delivery every day.

Shanti: If you get a patron returning a disc without the case, make notes on the item and on the patron account so we know what is happening.  Include the date, your initials, and details about the situation and put the material on Trish’s desk or her cart.  Make sure she knows what is happening.

Trish:  Check any A/V item for completeness before checking the material in and before they are checked out to another patron.  We need to be doing our part to catch missing material.

Alisa:  Do not print the old hold wrapper when you scan in a hold with a new wrapper.  Cancel the printing and leave the new holds wrapper on for the patron to pick up.  We also need to be clearing holds by running the Clear Holds report.  The date on the new holds wrapper is not the expiration date.  Please call IT if you need to get a username and password for the clear holds report.

Open Discussion Notes 3-25-15

11:15-11:50 AM in Breakroom 

Moderator- Lauren Battenfield

Recorder- Jasmine Zelaya

•  Nina- Daily Deposits – Do not save changes made to the Daily Deposit Forms (the Excel form on the desktop); the form should be clear each day.
• Katherine- Make dates more visible on Holds Wrappers when wrapping holds so it's easier to pull expired holds.
• Temeka- Clearing Holds- Print out clear holds list and pull items from the list. 
• Nina -Be sure to clear all holds from all areas, including the Hold shelf, AV Cart and ILL Holds cart. 
• Alissa- Sorting Room- Be vigilant of where books go when sorting  ie:) Adult vs JUV Items, paperback classics & uncatalogued paperbacks.
• Karen- Make Carts- If it is slow, utilize time & make carts while in the sorting room.  These items can be put away by staff members at the service desks as long as it does not take them away from the desk for prolonged amount of time. Carts should not sit for days waiting to be shelved if they are in shelve ready order.
• Alice- DVD’s- Do not load Adult Non. Fiction DVD’s in the AllCirc Machine.  They are to remain in their cases on shelf.  Only Feature DVD’s are to be loaded.  3^rd Floor DVD’s-  All DVD’s are to be loaded into the All Circ. Machine.
• Shanti- Theft- A parent reported witnessing a parent taking CDs from KIT’s and putting them into her bag without checking them out. Should we load CDs from kits in AllCirc too?
• Karen-  Write an incident report to document the issue.  We could try loading the CDs to the Kits in the AllCirc Machine and see if that helps.
• Theodora- Flip Kits- Will check and see if LMS can provide zip ties to secure the Flip Kit materials for check out use only so customers check them out before using them in the building.
• Karen-  3^rd Floor Meeting Room- Only reservations for Teachers  and Youth groups should be made for the 3^rd floor Meeting Room.  Adult Meeting Room reservations should be limited to the 1^st and 2^nd Floor Meeting Rooms. 
• Evin-  Be respectful when interacting with other staff members.  Remain courteous and professional.
• Nina- not to take out personal mood on fellow coworkers.
• Theodora-  Conflict-  First try to resolve conflict by addressing the issue with the other person.  If it persists after repeated attempts at resolution, only then bring it to managerial attention.
• Trish- Unaccompanied Adults on 3^rd Floor- Observed three different men on laptops in the 3^rd floor Teen Area.
• Karen- Greet every adult unaccompanied by children, and ask if they need help.  Let them know “Help us provide a safe environment for our children and teens, please use the Adult collection and resources on the 2^nd floor if you are not accompanying a child or teenager.”  If they are already seated state this and suggest that in the future they use the 2^nd floor for seating.
• Albert-  Offered that staff members who may be uncomfortable informing patrons of this, could call him to relay the message.

Open Discussion Notes, 1-22-14

Breakroom, 11:15-11:45

General Reminders

·         Remember to un-forward the phone on 2^nd floor in the morning. (AEB)

·         Tax Help starts on February 1 – Saturdays 10-2; Wednesdays 12-4 (MH)

·         When assigned to the book drop, please help the sorter clear the bins before leaving the first floor. (NO)

·         Report to Bookdrop and Sort at the top of the hour. If you’re the sorter, let the Lobby/DU team know if you’re taking a break. (NO)

·         If possible, as a courtesy, call and let the person you are relieving know if you are caught on another desk. (TD)

·         When checking in delivery, use TRAP HOLDS. Many DRV-UP items are still not being made available properly. (AEB)

·         Check the schedule often because changes are sometimes made throughout the day. Meg will make an effort to communicate these changes as well. (AB/MH)

·         Via Juli and Jose, we have Spanish/English translation for instructions for logging onto the computers, as well for general information to use at our reference desks. See Juli if you would like something added to the list. (JK)

Circulation reminders

·         Remember to check for existing accounts. Pay attention to middle names and DOBs. Search by both Alt ID and Name! (NO)

·         Please use the Lost Card wizard to mark a card lost and issue a new card. See Nina if you need additional help with this. (NO)

·         ALWAYS put a note in the customer’s account, and remember to READ notes that are already in accounts. (NO)

·         When you are assigned to clear holds, clear the Hold Shelf completely. This means clear the D/U carts and the A/V cart, too. (AEB)

·         When noting a lost card, please put the date AND time the report was made (or new card was issued). (AD)

Children’s updates and reminders (LH):

·         Please make sure FLIP kit surveys are filled out completely before giving out the CMH pass.

·         There are additional FLIP kits inside the yellow dog house. Replenish as necessary.

·         SRP scheduling will be soon – if you have any performer suggestion or would like to assist with a particular event, let Leona know.

·         A copy of the Name That Book list for K-2 will be placed downstairs in the sort room so we can try to catch a few of those holds.