Open Discussion Meeting 8/6/14

Workroom, 11:15-11:45AM                       

Moderator: Nina

Recorder: Meg

Sort room

• Please pay attention to the signs in the sort room. These signs guide you on where to correctly place items (whether in bins or carts).
• When you’re assigned to sort, check for tags as you take items out of the bins. If it’s juv item or an adult item we’d like to keep, put in our bin to tag. If it’s not tagged and it’s an adult item, put it in a box to send to Mancuso.
• All DVDs (both JUV and ADU) are now in one gray bin in the sort room. This is so we can properly handle all DVDs for the AllCirc machines. Please see Temeka if you have any questions about the DVDs.
• If there are bins of board books stacked to the ceiling, please put them on a cart and deliver them to the 3rd floor. Those are easy to quickly shelve, and this way we make room for more materials in the sort room.
• When carts are brought back to the sort room partially empty, integrate them onto another cart. This frees up carts that we desperately need.
• As you run books through the sorter from the bookdrop, please check for receipts or other materials that may be stuck in the books (or cases, etc.).

Circulation

• Trapping holds: Remember that the computer thinks KENDRV is a separate building somewhere. When processing a DRIVE-UP hold, you must MAKE HOLD AVAILABLE. Do not put it back in transit.
• Juli offered to do one-on-one trainings with individuals to go over the TRAP HOLDS process or any of the WorkFlows functions.
• Holds: Use copy/paste to insert a customer’s name on the hold wrapper. Typing it in leads to misspellings and errors.
• Use a full sheet of paper to wrap around the item on a hold. This is for privacy purposes.

Collection

• When closing the floors at the end of the day, take the designated pick-up carts from the 2nd and 3rd floors downstairs and park them in front of the sorter. The person scheduled to do bookdrop the next morning should run those items through. This way, the books on the pick-up carts get back to the shelves faster.
• Staff should be responsible for shelving JUV paperbacks and graphic novels. The arrangement is confusing for volunteers (and some of us). We will re-evaluate that section and try to simplify it in the coming weeks.

Important Reminders and General Housekeeping

• Don’t forget to turn the Wiis off at closing. You can point the remote at the TV screen and simply hold down the power button (on the remote). If that doesn’t power it off, open the cabinet and use the power button on the Wii itself.
• Customers should not feel forced to use the sorter. We can check-in items for them if that’s what they’d prefer. Show them how to use the sorter. Be accommodating and try to think of how it would be for you to walk into the building for the first time with no knowledge of our procedures or equipment.  
• Incident Reports are important! If we have a customer who is a problem (i.e., hostile, abusive), we need to document it in an Incident Report. Keep documenting with each encounter. This way, we have the support needed in case a suspension or ban is necessary. 

Staff Meeting Notes 7/23/14

Kendall Staff Meeting, 11:15 – 11:45 AM, Breakroom

1. Updates:
1. New Deputy Director (Karen); handout
2. Returning empty bins (Karen)
3. Holds wrappers (Karen)
4. New monthly staff training meeting (Karen)
5. Door Count: difference between reference & directional questions (Alice)
6. SRP Updates  (Meg & Leona)
2. Circulation Training: Policy Updates (Alisa); handout

Quick Notes

• Desk Holds: If you hold items at the desk for a customer, please put their last name and “Hold for Pick-Up through [date]” with your initials.  We can only hold items for 24 hours without a card number because the catalog stills shows they’re on the shelf (and therefore findable, holdable, and available).
• Answer the Phone: If you’re not helping a customer, answer the phone.  If we all expect someone else to do it, the phone won’t get answered..
• Close the workroom doors before opening hours.  We don’t want customers wandering around in the workroom.
• Shelving: Straighten rows and “front” the books (push up to the front edge of the shelf) when you’re shelving. The shelves will look neater and you’ll be able to see what you’ve accomplished.
• Alphabetize: It seems basic but is really one of the foundations of library work.  It’s so much easier to find what you’re looking for when it’s in the right place.  (Extra credit: what are the other foundations of library work?)

Upcoming Staff Events

• Wednesday, July 23: Staff Meeting
• Thursday, July 24: NL Managers Meeting
• Friday, July 25: Payday
• Wednesday, July 30: Staff Training Meeting
• Thursday, July 31: Deadline for completing Cyber Security Awareness Training.
• Friday, August 1: Last day of Summer Reading Program.  
• Friday, August 1: Last day of Pay Period
• Tuesday, August 5: July statistics and Monthly Report due
• Wednesday, August 6: Open Discussion Meeting
• Friday, August 8: Payday
• Sunday, August 10: Facility Checklist due
• Friday, August 15: Last day of Pay Period
• Wednesday, August 20:  Michele Gorman meets Kendall staff, 11AM
• Friday, August 22: Payday
• Monday, September 1: Labor Day Holiday--library closed

Open Discussion Notes 5-7-14

11:15-11:45, 3rd Floor Conference Room
Moderators/recorders: Karen, Meg

Discussion: Should we accept customer returns on all floors?

PRO

1. Reduce Tension between staff & costumers.
2. Older costumers or parents with kids don’t have to go downstairs to return library materials.
3. Encourage customers to return items by making it convenient.
4. More options/places to return when lobby busy.
5. Providing a service.

CON

1. Materials that require extra handling/space (like holds, transfers).
2. Materials are not brought down to the first floor on a regular basis.
3. Items are not sorted.
4. Increases level of activity at the desk.
5. Does not utilize sort machine (an expensive piece of equipment).
6. Mixes up pick-up materials with check-in /check-out items.
7. Limited space/carts.

Other Considerations

• Process Improvement (improve workflow, materials handling)  
• Designated area/ pickup trucks. 
• Greeter in lobby.
• Clear desks during the day.
• Educate customers.

Staff Meeting Notes 2-5-14

February 5, 2014, 11:15 – 11:45 AM, Breakroom

1. 1. Event Updates (Karen)
   1. Monthly Stats
   1. Circulation: 27, 629 (#2; Stella Link 30,921)
   2. Computer Use: 2,399 (#10; Carnegie, Park Place, Alief, Walter, Stella Link, Frank, Robinson, SW Express, Vinson)
   3. Self Check: 7,029/ 34.3% (#3; Stella Link 21,836; Alief 7,332)
   4. Holds: 4,657 (#2; Stella Link 5,190)
   2. Training Opportunities:
   1. KEN Monthly Staff Meetings, 11:30-11:45 + assignment:
   1. Feb 5: Consumers Reports (Alice)
   2. Mar 5: Reference USA (Alice)
   3. Apr 2: tba (Pam)
   4. Apr 30: tba (Pam)
   5. May 28: SRP Registration (Leona)
   6. Jun 25: tba (Leona)
   2. Sirsi Symphony: 9AM-1PM, Concourse Computer Lab, 2/28, 3/28, 4/25, 5/23
   3. Staff Training Portal: 10-11 AM, 6th floor training room, 3/19, 5/21, 7/16, 9/17, 11/19
   4. NEO: 9AM-12PM, 2/10-14, 4/7-11, 6/9-13, 8/11-14, 10/13-16, 12/8-12
   5. Online course from TSL: Providing Excellent Customer Service While Dealing With Real People.  For more details and to register, please click on this link:  https://www.tsl.texas.gov/customerservice. Please seek supervisorial approval prior to registering.
   6. HPL Training Calendar: https://sites.google.com/site/hplstafftraining/formaltraining/calendar
   3. Announcements:
   1. New GSD Building Maintenance staff: Patrick Broussard, 7AM-4PM, M-F
   2. Accepting applications for Customer Service Substitutes online (handout)
   3. Overriding CD limits for customers
   2. Consumers Reports Training (Alice)
   1. See handout for information and assignment details.
   2. Email the completed assignment to Karen by Friday, Feb. 14.

   
   

   Upcoming Staff Events

   • Feb 1: AARP Tax Help starts: Wed 12-4, Sat 10-2 (through Sat, Apr 12)  
   • Feb 4: 2014 SRP Programs due
   • Feb 5: Stats and Monthly Report due
   • Feb 10-14: NEO Training @ CEN
   • Feb 12: March programs complete in Evanced, Calendar and Room Reservations
   • Feb 12: Staff Appreciation Pizza Party
   • Feb 15: Last day of pay period
   • Feb 19: Staff Open Discussion Meeting
   • Feb 27: NL Managers Meeting @ CEN
   • Feb 28: Last day of pay period; Sirsi Symphony Training @ CEN

   
   
   

Circ Meetings June 2010-March 2011

Kendall Circulation Meeting Agendas

by date

2011
March 23, 2011
March 09, 2011
January 19, 2011
January 12, 2011
2010
December 08, 2010
November 17, 2010
October 27, 2010
September 14, 2010
September 08, 2010
September 03, 2010
August 11, 2010
July 28, 2010
July 21, 2010
July 14, 2010
June 30, 2010

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)