Meeting Notes, 8-8-12

1. New Staff:  Welcome
1. Jane Hensley, LA Sup, Collier, who will be here 6 months while Collier is renovated.
2. Angie Cruz, GSD, who will be here full-time providing janitorial services to the Library and Community Center.  Angie has 16 years of experience with the Cy-Fair school district.  Monday was her first day working for the City of Houston.

2. Updates:
1. Gaming Equipment:
1. Check that gaming equipment is locked up at the close of business and return the keys to the workroom.  Monday morning the DSI games were under the printer, the gaming cabinet was unlocked and the keys were in the desk drawer.  See Staff Meeting notes, 6/13/12
2. After changing a Wii game, make sure the wall cabinet is securely locked.  Last Thursday, a customer took the screen remote from the cabinet and changed the channel to a television station so he could watch TV.  
2. Lost Cards:  Remember to
1. block lost cards in the patron’s record
2. add a note (including date and your initials) stating what was done with the card
3. put a post-it note on the card with the customer’s last name and what should be done with the card (hold thru m/d, etc.)
4. See Email-Lost Library Cards, 6/9/11 (attached)
3. Smoking:  
1. City of Houston Ordinance 2006-1054 prohibits smoking within 25 feet outside entrances, exits, or wheelchair ramps serving any entrance or exit to ensure smoke does not enter those areas (Section 21-241).  See Staff Meeting Notes, 4/11/12.
2. Ordinance: http://www.houstontx.gov/health/Environmental/2007smoking.pdf
3. A copy of the ordinance is posted on the bulletin board in the workroom.

3. Houston Housing Authority: Online applications for the HHA housing vouchers waiting list will be accepted from August 20-26.  Please help customers get online to fill out applications, get a computer-use card, extend their time if they need it to fill out an application.  See FAQ sheet (attached).

4. Holds Stats: Change to Stats workbook in FY13: Holds recorded as “pulled” (outgoing) and “processed” (incoming).  Pedro is revising weekly stats collection sheet to reflect changes.

5. Discussion/Questions
1. Repair shelf--how to find missing cases not at Kendall.  If disk returned without case, check repair shelf and floor.  If case not found:
1. request new cover from Collection Development department to insert in new case (polyvinyl cases from Midwest Tapes)
2. discard (polystyrene cases with labels on outside)
2. If case returned without disk, do not check in item.
1. add note to customer record and call customer to request return of disk.
2. put case on Repair Shelf with note that customer has been called.
3. Customer Use of Desk Phone
1. If an adult customer asks to use desk phone to make a call, tell them we allow children to call home for a ride.  
2. If the customer has an emergency, dial the number for the customer.
3. If the customer is taking a long time or is discussing non-emergency matters, ask the customer to wrap up the call because the phone is needed for library business.
4. If child asks to use the phone, verify that it’s to get a ride and dial the number.

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EMAIL - LOST LIBRARY CARDS

Sent:         Thursday, June 09, 2011 2:10 PM

Subject:    Lost Library Cards

Dear Kendall Staff:

I want to stress the importance of every staff member correctly blocking lost library cards.

Yesterday Fred Schumacher waived $1,255.86 ($905.86 item costs + $350.00 processing fees) for 37 items checked out to a card which had been reported lost at Kendall but not blocked in Millennium.  In our current budget situation, losing over $1,000 is not something to be taken lightly.  

Right now we also have lots of kids misplacing their cards, which may be found by staff or other customers.  These cards (and any HPL cards lying around the reference and circ desks) must be blocked immediately and stored properly following the directions outlined below.

Please review carefully the procedures outlined below—you are responsible for knowing this information.  If you don’t understand something or have any questions, please let me know.

I will schedule MilCirc refresher training as soon as we can fit it into the schedule.

Karen


LIBRARY CARDS

CUSTOMER REPORTS CARD LOST
1.   In the card holder’s account, select Edit, then click on the MBLock field and select l Lost card.  Click on Save/Close to exit. This prevents anyone from using the card—do this first!
2.   In the Edit mode, enter a note in the customer’s record.  The note must include:

a.  Date: 6/8/11

b.  The following text: CARD RPTD LOST BY CUSTOMER

c.   Your initials and location: KL/KEN

d.  Click on Save/Close to exit.

3.   Label the card with a Post-it note: last name and first initial at top, followed by date found. Keep the card with the completed applications until the close of business, then bring it down to the lobby circ desk and file in the blue lost cards file (alphabetical order by last name).

LOST CARD FOUND BY STAFF OR ANOTHER CUSTOMER:
1.   In the card holder’s account, select Edit, then click on the MBLock field and select l Lost card.  Click on Save/Close to exit. This prevents anyone from using the card—do this first!
2.   In the Edit mode, enter a note in the customer’s record.  The note must include:

a.  Date: 6/8/11

b.  The following text: LOST CARD FND AT KEN; AVAIL AT LOBBY DESK

c.   Your initials and location: KL/KEN

d.  Click on Save/Close to exit.

3.   Label the card with a Post-it note: last name and first initial at top, followed by date found. Keep the card with the completed applications until the close of business, then bring it down to the lobby circ desk and file in the blue lost cards file (alphabetical order by last name).

CUSTOMER USING PICTURE ID INSTEAD OF LIBRARY CARD:
1.   Look up account using name on identification.
2.   Verify that ID Number on card matches number in account
3.   Ask customer if they have lost their library card

a.   If they say yes, issue a replacement card (see procedure below).

b.  If they say no (they forgot it, never carry it), tell them if they don’t fine it, notify us immediately.

c.  If they’re not sure (it might be at home, in the car), offer to issue a replacement card (which deletes the old card number) or notify us immediately if they can’t find it and we’ll block the card.  Add note to record that customer is unsure if card is lost.

TO ISSUE A REPLACEMENT CARD:
1.   Have the customer fill out an application and verify the address with appropriate identification
2.   Change the old barcode field to X to deactivate the old number. After the number note: date, CARD RPTD LOST BY CUSTOMER, your initials, your location.
3.   In the customer’s account, select Edit, then click on Insert and select b P Barcode.  Scan the barcode of the new card.  Click on Save/Close to exit.
4.   Click on Save/Close to exit.

COMPUTER CARDS
Because customers cannot check out items with this card:
1.   Mark the card lost in the MBlock field
2.   Add a note--LOST CARD FND AT KEN; DESTROYED—with the date, your initials and location.
3.   Cut up the card and throw it out.
4.   Customers must provide a picture ID and pay $1 to get a replacement card.
5.   As a one-time courtesy, we will look up a computer card number with the customer’s id.

a.   Tell the customer this is a one-time courtesy; in the future identification and $1 for a replacement card will be needed.

b.  Note in the record the date, that the customer was told the lookup was a one-time courtesy and in the future $1 and id will be needed for a replacement card, plus your initials and location.

THINGS WE DO NOT DO
1.   Add a note to customers’ records requiring them to produce identification when checking out.  [Correct Procedure: Lost cards must be blocked.  Replacement cards are issued with proper identification.]
2.   Forget to add notes to records so our colleagues are left without any information about what you did.
3.   Forget to block a card reported lost by the customer or a card found in the library without a customer.

Meeting Agenda 11/30/11

KENDALL LIBRARY

Staff Meeting Agenda

November 30, 2011 11:15 – 11:50 AM

Agenda

1. Gaming is Back!
1. What we have: 8 Nintendo DSI individual players and 51 games; 2 Wii players (in teen area); 4 white Wii controllers (for left player), 4 black Wii controllers (for right player) and 18 Wii games (12 E rated, 2 E-10 rated, 4 Teen rated).
2. Rules for customer use: see below
3. Check-out and check-in procedure: see below
4. Clear and secure at close of business: see below
5. New Procedures for gaming programs: see attached
6. Security: the cabinets containing the Wii players must be locked at all times--no exceptions!  The cabinet containing Wii controllers, DSI players, and DSI games must be locked when the library is closed.
7. Try it out . . .

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Rules for Customer Use, posted at 3rd floor desk:

General

• Gaming will be available for children and teens during all open hours with the exception of special gaming events (tournaments, senior gaming, etc.)
• Parents must be present with the children/teen on school days from 10am to 2:30pm in order for the child/teen to play.

Checking Out

• Play will require a valid Houston Public Library Card belonging to the child or parent.  If the parent’s card is being used, the parent must be present.
• Wii controllers, DSIs and DSI games are checked out to the customer.  Nunchuks and other gaming accessories are not checked out.
• Abandoned or loaned controllers will result in a note in the customer’s record requesting that it not be done again.  If the behavior continues, the card holder may be blocked from game play.
• Lost or stolen controllers DSIs and DSI games that are on the customer’s record will be billed to the customer as other lost library materials are.
• Wii games are to be handled by the Kendall staff only.
• Controllers may not be checked out for friends.  Only one controller, DSI, and DSI game may be checked out per child/teen card.  Parents may check out one for each child on the parent’s card.

Play

• The wrist strap should be worn during all Wii game play.
• You may change games only once during your playtime.
• Children have 1 hour to play on the Wii and 2 hours on the DSI.  Play may be extended if no one is waiting.
• Children may join other children  with the original player’s consent.
• Children may play E and E-10 rated games.
• Teens ages 13-18 may play T, E, and E-10 rated games.
• Games may be brought from home and played as long as they conform to the ratings.
• Memory cards may be used to save games.  All games saved to the console may be deleted at any time.

When Others are Waiting

• Wii Time Limit=1 hour
• DSI Time Limit=2 hours

Check-out and Check-in Procedure for Staff:

Wii & DSI Check-out Directions

1. Ask what system they want to play and what game
1. Kids under 13 must play E-rated games
2. Wii games are the empty boxes displayed behind the desk
3. DSI games are displayed in the ring binder behind the desk
2. Check library card to make sure it is valid--make sure it’s a kid’s card if a kid is using it.
3. If using a Wii, find the game in the binder and see what equipment is needed.  Check out the Wii controllers on the account.  Nothing else--nunchuks, if needed, or games--is checked out.  Store the game box in the cabinet until the game is returned.
1. Wii 1 (on the left) uses the white controllers
2. Wii 2 (on the right) uses the black controllers
3. Always check out the shorter ones first.
4. Take the Wii game from the folder in the cabinet and inset it in the console for the customer.  Lock the cabinet afterwards!  One very busy/short-staffed days, the staff will pick two games to  pre-load in the o consoles.
5. If using a DSI, find the game chip in the plastic box and scan the barcodes for the game unit and the game (the barcode on the file card) to the customer’s account.  Insert the game chip into the player.  Store the game file card in the box until the game is returned.
6. Enter all information needed in the Wii/DSI sign-up sheet.
7. When everything is returned, check it in and cross out the customer’s name on the sign-up sheet.

Clear and Secure at Close of Business

1. Check the MilCirc records for the Wii controllers and DSI players to make sure all items have been returned.  In Search/Holds look up the following titles:
1. Nintendo DSI at Kendall
2. Wii Controls at Kendall
2. Lock Wii controllers and DSI players and games in the cabinet.
3. The Wii players must be kept in locked cabinets at all times.  Do not leave the cabinets open for customers.

Troubleshooting

• Batteries: extras in cabinet; recharger in workroom.
• DSI chargers: 4 grey cords in blue crate under desk--plug in to recharge at desk; Additional chargers in the workroom.
• Wii accessories: steering wheels (for Mario Kart),  nunchuks, guitar (for Guitar Hero) provided when needed.  Accessories are not checked out.
• Wii controller won’t work:
• needs new battery: replace with rechargable battery in cabinet.
• wrong controller for player: white=left side, black=right side.
• player not turned on: open cabinet and press power button.
• screen not turned on: press power button in lower right corner of screen
• game doesn’t appear on screen: TV should be set to Component 1 to play Wii; go to Source and select Component 1.