Staff Meeting Notes, 11-30-16

11:15 – 11:45 AM, Break Room

1. Welcome New Staff: Kitty (Acting Manager); Norma (PT-CSC); Antoinette (PT-CSC for Collier); Victor (Assistant Manager, starting 12/12).
2. Updates (Karen):
1. Cell Phone Use at Public Service Desks
1. When you’re working at a public service desk, you’re paying attention to our customers and you’re ready to respond to their needs.
2. OK--library activities, such as demonstrating Overdrive, checking wireless connection
3. NOT OK--personal activities, such as checking social media, texting, shopping.
4. Phone should be set to silent mode in public areas.  
5. No personal phone calls at the desk. If it’s an emergency, find someone to cover the desk and take the call in a non-public area.
2. Closing Issues
1. Last week the following were observed after staff had finished closing the floor: lobby lights on; conference room blinds not opened; extra chairs in study rooms; drive-up window not locked; self check and TV screens still on; phone not forwarded; front door not locked.
2. Review opening and closing checklist so you know what you’re responsible for doing.  Work with your colleagues on the floor to complete these tasks.  Don’t leave the floor until everyone is finished.   
3. Leave the building together--there’s safety in numbers!  If you leave before everyone else, we won’t be able to respond if you should need help.
3. Safety Issues: Kick Stools
1. Two kick stools are stored under the desk on the 2nd and 3rd floor; 1 is stored under the Lobby desk.  Extra stools must be kept in the workroom--if you bring one out to use, put it back in the workroom when you’re finished.
2. We don’t want any customers (especially young children!) or volunteers hurting themselves by tripping over or falling off a kick stool.,

Quick Notes

1. Tag Arriving Holds:  All incoming holds must be tagged if they aren’t already, especially Central items.  This speeds checkout and supports your team members at the public service desks!  
2. Float Items: Check out items to be floated to the KEN-FLOAT account before you put them in a floating bin under the sorter. This account will hide the item from view in the catalog until it’s checked in at its receiving location.  
3. Sorter Tasks at the End of the Day:  Clear Outgoing Holds and Bin 9 Exceptions every day. They haven’t been checked in yet and need to be cleared the same day they were returned so the customer doesn’t get a fine.  
1. Outgoing holds get labeled and go into a Delivery bin ASAP--someone is waiting!  
2. Bin 9 Exceptions need to be checked in, then tagged, floated, or returned to Central.  
3. Turn around items waiting to be tagged the same day.  The catalog shows them as “Check Shelf”--ready to be checked out--and we need to get them on the shelves as soon as possible.

Upcoming Events

• Friday, December 2: Last Day of Pay Period; Staff Training--Alice on Business Reference
• Monday, December 5: Last Day to complete Cigna Health Assessment (and save $$!)
• Tuesday, December 6: SW Managers Meeting (Karen, Kitty)
• Friday, December 9: Payday!; Youth Services Meeting (Jasmine, Leona, Shanti); Staff Training--Alice on Business Reference
• Saturday, December 10: Staff Holiday Gala
• Friday, December 16: Customer Experience Managers Meeting (Karen, Kitty, Melinda)
• Friday, December 23-Monday, December 26: Library Closed for Christmas
• Sunday, January 1-Monday, January 2: Library Closed for New Year’s Day

Staff Meeting Notes 9-7-16

11:15 – 11:45 AM, Break Room

1. Updates (Karen):
1. Welcome Melinda!
2. ROB holds/ ALI reopening
3. Bin 9 exceptions
4. Floating

2. Training: (Karen): New Learning Link with HISD; handout.

Quick Notes

1. Tag all incoming items:  Be a good team member and tag all incoming items without tags (except ILL).  This includes items from Central and other locations and it will save everyone a lot of time since we’ll handle them again when they’re checked out and when they’re returned.
2. Don’t erase room reservations (accidentally) by scanning a barcode into the spreadsheet.  If you do, click on the Undo arrow to restore the previous version.
3. Sorting ADU DVDs:  Non-Fiction DVDs on cart, Fiction DVDs in orange bin (to be scanned and loaded in AllCirc). Put JUV DVDs on the Juvenile cart, not the Adult cart.
4. Donation Slips: Put them in the manila envelope marked “Donation Slips 2016“ on the Time & Attendance desk.  Don’t leave them downstairs.
5. 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.
6. Clear Outgoing Holds and Bin 9 Exceptions each day: Outgoing holds are waiting for labels and need to go into Delivery ASAP--someone is waiting!  Bin 9 Exceptions need to be checked in first, then tagged/retagged  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.  .

Staff Meeting Notes 8-10-16

11:15 – 11:45 AM, Break Room

1. Updates
1. Staff Changes (Karen)
2. July CE Managers Meeting & CItizenship Institute (Karen)
3. SRP Wrap-up (Leona, Jasmine)
4. New Jungman (Alice, Temeka)
5. Customer complaints about smell (Karen, Temeka)
2. Training: The Correct Way--Lost Cards & FLIP Kits (Karen, Alisa)

Quick Notes

• Tag all incoming items:  Be a good team member and tag all incoming items without tags (except ILL).  This includes items from Central and other locations and it will save everyone a lot of time since we’ll handle them again when they’re checked out and when they’re returned.
• Don’t erase room reservations (accidentally) by scanning a barcode into the spreadsheet.  If you do, click on the Undo arrow to restore the previous version.
• Sorting ADU DVDs:  Non-Fiction DVDs on cart, Fiction DVDs in orange bin (to be scanned and loaded in AllCirc). Put JUV DVDs on the Juvenile cart, not the Adult cart.
• Donation Slips: Put them in the manila envelope marked “Donation Slips 2016“ on the Time & Attendance desk.  Don’t leave them downstairs.
• 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.
• Clear Outgoing Holds and Bin 9 Exceptions each day: Outgoing holds are waiting for labels and need to go into Delivery ASAP--someone is waiting!  Bin 9 Exceptions need to be checked in first, then tagged/retagged  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.  
• Labor Day is September 5.  Labor Day is a City of Houston holiday and HPL will be closed on Sunday, 9/4, and Monday, 9/5.

Events

• Thursday, August 11: Lunch with CE Administration @ WAL (Alice, Kathrine, Pam)
• Friday, August 12: Last Day of Pay Period
• Friday, August 12: Youth Services Meeting @ PAR (Jasmine, Leona)
• Friday, August 12: Staff Training, Green Group (Karen, Alisa, Nina, Temeka, Trish)
• Wednesday, August 17: Farewell Party for Albert, Doug, Rita & Nagma
• Friday, August 19: Pay Day
• Monday, August 22: Sunday Streets Planning Meeting @ KEN (Karen, Jorge Sanchez)
• Wednesday, August 24: Staff Training with EAP Counselor--Dealing with Difficult Situations
• Friday, August 26: CE Managers Meeting @ VIN (Karen, Shanti)
• Friday, September 2: Pay Day
• Monday, September 5: Labor Day

Staff Training Notes 7-8-16 & 7-15-16

Kendall Staff Training

Opening Procedures: What Needs to Be Done and How to Do It

July 8 & 15, 2016

9-10:15AM, 3rd floor conference room and other floors

Presented by Karen Luik & Nagma Akbar

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Objective: To review the procedures that need to be completed before the library opens to the public.   

Description: Review each task on the Daily Opening Checklist, including what needs to be done and why. Demonstrate procedures on site and identify areas needing further information.

	DAILY OPENING CHECKLIST
*	If you're the first person in the building -- Disarm the alarm
	Lobby & Drive-Up	2nd floor	3rd floor
1	Turn on equipment and software: sorter, computers, self-checks	Turn on lights and open blinds (unless needed for sun control)	Turn on lights and open blinds (unless needed for sun control)
2	Load cash drawers and complete daily deposit if needed (see procedure below)	Turn on equipment and software: computers, AllCirc	Turn on equipment and software: computers, AllCirc
3	Get gate count and record on stat sheet	Get laptops from charging cart	Bring gaming keys from workroom, turn on screens, unlock desk cabinet
4	Get book drop bins and run through sorter	Check in newspapers and rotate old papers	Make sure gaming equipment charged and ready to check out
5	Print Clear Hold Shelf List and pull expired items	Refresh new book and other displays	Refresh new book and other displays
6	Run yesterday's pick-up carts through sorter	Pick up unshelved items and straighten furniture	Pick up unshelved items and straighten furniture
7	Before opening turn on all lights	Take empty carts to the Lobby	Take empty carts to the Lobby
8	Start slideshow	Start slideshow	Start slideshow
9	Unlock doors	Unforward phone
1	Weekly: Clean sorter belt, replace stats sheet	Weekly: Replace stats sheet	Weekly: Replace stats sheet
2	As Needed: Replenish desk supplies	As Needed: Replace stats sheet, replenish desk supplies	As Needed: Replace stats sheet, replenish desk supplies

PROCEDURES FROM QMS:

Opening the Building

Purpose:  Before opening the building to the public, a standard set of steps should be completed to ensure a smooth and stress-free opening of the library.

Scope: This procedure identifies the steps to be followed before opening.

Responsibility and Authority:  Frontline staff and managers may be responsible for opening duties at their facility. Review the daily work schedule once you arrive at your location to see if you are assigned these duties.  If so, perform the following steps:

Work Instruction:  

• Processing money:
• Open your safe and remove: the blue money bag(s) from the previous closing and the cash. (The amount should equal your branch’s regular starting amount.)  
• Tear off the credit card settlement slip from the credit card machine (this prints out at approximately midnight every day).  Photocopy this slip.  Insert the copy in the “Deposit Records” binder used to keep a record of the daily closing reports.  Insert the original in the most current blue deposit bag.
• Proceed to the computer linked to the cash drawer. Count the opening day’s cash.  Resolve any money discrepancies, should they exist.   See Daily Deposit.
• Once the monies have been counted and discrepancies resolved, the money bag(s) are ready to be picked up by delivery.  Locate the Bill of Receipt book.  Enter appropriate information in the From,  Released by, and Bag # items.  Store this information with the money bag(s).  The money bag(s) are  now ready to be picked up by delivery.
• Check Service Points
• Replenish supplies as needed (folded yellow library card information sheets, library cards and applications, pens, golf pencils).
• Prepare current day stats sheet.
• Remove clutter.
• Walk through public areas to pick and straighten up as necessary, including resetting any furniture that was moved the previous day.
• Computers
• Ensure reservation kiosk and public computers are working.
• Retrieve laptops and plug in laptop cart if one exists at your location.
• 10 minutes before opening, restart all service desk computers. Open web browser, Sirsi Workflows, Smart Money and Reservation system.
• Bookdrop
• Process material located in your bookdrop prior to opening your location. Backdate all items to previous open day.  
• At opening time, lock the bookdrop (if applicable at your location).
• Newspapers and Serials
• Check in and put out newspapers and any magazines ready to be shelved.
• Phones
• At opening time, open any gates around the building, take the phone off “forward” and unlock the main door.

References:  Associated policies or guidelines

Forms:  Related forms or records for process

Daily Deposit

Purpose:  To outline the proper procedure for preparing the daily deposit.

Responsibility and Authority:  All frontline staff

Work Instruction:  

At the end of the business day, the drawer should be closed out and counted:

1. Log into Smart Money Manager (Note: After 5 minutes of inactivity users are automatically logged out)
1. Click on the SMM icon located in the operations/system tray at the bottom of computer screen.
2. Enter your employee ID (i.e. e123456).
3. Enter your password.

2. Open the Cash Drawer
1. Double click on ‘No Sale.’
2. When prompted to enter amount click ‘OK.’
3. ‘Check Out’ with the ‘Payment Type’ Cash.  The available payment types are located at the bottom right of the SMM screen. The default payment type is Cash.
4. Leave the Amount tendered as $0 and click ‘OK.’
5. Cash Drawer will open.

“No Sale” should always reflect $0.00 amount.

3. Run Cash Drawer Count Report and Merchandise Category Report.

Cash Drawer Count Report:

1. Click on Reports.
2. Click on Cash Drawer Count.
3. Select Zone (Location).
4. Select Terminal.
5. Select Current (if it is for today) and click Submit. If report is for previous day select History and change date accordingly.
6. Enter Opening Balance (amount of money in the till at the beginning of the day).
7. Enter ALL Currency and Coins in the drawer. (Note: enter the number of dollar bills or coins, not the amount of money they total to. For example, if you have one $5 bill, enter 1.)
8. Click Submit at end of the report.
9. The resulting report should give you the total transaction amounts and if you are over or short.
10. Print two copies of the report; one copy of the report should be kept for location files and the second copy should be included with the money in the Fines envelope.
11. Fill out the rest of the report by hand:
1. Write your branch name on top of report,
2. Total Amount Enclosed Cash + Checks + Credit Cards =
3. Counted by:    Print name + Signature
4. Confirmed by: Print name + Signature
12. Close Report.

Merchandise Category Report

1. Select Zone (Location).
2. Select Terminal.
3. Select Current (if it is for today) and click Submit. If report is for previous day select History and change date accordingly.
4. Print three copies; one copy should be placed in the Fines envelope, one copy in the Book Sale envelope, and one copy is retained in the location’s files.

4. Separate out the money for the opening till and place the rest of the cash and the charge and check receipts in an envelope for deposit the next day.

The next morning:

1. The Telecheck machine should print the settlement receipt for Credit card and check transactions for the day.  
2. If the settlement does not automatically run, staff can press CREDIT then MORE and CREDIT then CLOSE to print the report.  For check transactions, press CHECK and then CLOSE.
3. Include the settlement receipt with the daily deposit.

References:  Administrative Procedures 4-8 Cash Handling

See also:  Accepting Payments (Smart Money)