Open Discussion Notes 5-20-15

Workroom, 11:15-11:55AM Recorder: Trish    Moderator: Alice

1. Cleaning the Breakroom (Karen):
1. GSD janitors not here to clean up after us.
2. Dirty dishes in sink:  Please wash your dishes or put them in the dishwasher.  Dishes in the dishwasher will be washed; dishes in the sink will just sit there.
3. Clean refrigerator:  We should take turns cleaning out the refrigerator.  She will set up a quarterly cleaning schedule to empty and clean the refrigerator.
2. Applications (Albert):
1. Use only blue or black ink and no other colors (forms are microfilmed and must be legible).  TDL or TID should always be on the application and in the customer’s record.
2. Please put new address in the account when customers renew.
3. Double-check to make sure no duplicate accounts in the system by checking both name and Alt ID.  When you find a duplicate account with fines on the old account, block the new one (and add a note) and let the customer know he/she has a balance; make sure the customer pays the old balance before unblocking the new card.
3. Books between the cracks (Doug):
1. Thanks to everyone for helping him learn things around the HPL system.
2. He found 5 juvenile fiction books stuck in the gap between the shelving units, incluing one missing item and one dropped from the catalog.  Please check behind the lower shelf when shelf reading for any items stuck in this gap.
4. Sorting Room (Temeka):
1. Items being sorted onto wrong carts:
1. Juvenile items going to Adult floor
2. Adult classic paperbacks going to the juvenile floor
3. Cataloged paperbacks shelved with uncataloged paperbacks.
2. Please read the labels on the wall above the carts and bins if you’re not sure which one to use.
5. Tagging (Karen):
1. Please check all DVDs, CDs, audiobooks, and kits when returned and when checking out to make sure all disks are there.  If we consistently check, then customers will not need to say the disk was missing when they checked out the item.
2. TechLogic is going to lend us a RFID wand to use to scan items on the shelves but it only will read tagged items.  We need to make sure all items being shelved are tagged.  Set untagged returns in the bin under the Lobby desk (to be tagged during slow periods), float to LMS, or discard (if the item is worn).  
6. Orphan/County Items (Karen):
1. Please log returns that don’t belong to us using the Orphan/County Items Received from on the Customer Service page of the blog.  Fill out a form for each item..  
2. Send each item and send to ILL at CEN to be returned to the owning library.  
3. The log makes it easier to help customers who are looking for books from other libraries they may have returned to us.
7. Self-Check and Key Tag cards (Alice):
1. The key tag cards don’t scan very well at the self-check stations.
2. Alisa suggested holding the card flat before running it under the scanner.
8. Customer coming behind the desk (Karen):
1. How should we handle customers who come behind the service desks to get something, especially on the 2nd and 3rd floor?
1. Offer to help customers find what they’re looking for.
2. Ask them not to come behind the desk for their safety (carts, cords, and other trip hazards).
3. Use tact and be helpful.
9. Study Rooms on 2nd Floor:
1. Reserve rooms only for 2 hours at a time, to give everyone a chance.
2. Advance reservations are convenience for customers planning ahead and will be held for 15 minutes before we release them for other customers who are waiting.
10. Adults on the 3rd Floor:
1. Greet everyone when they come on the 3rd floor because:
1. it makes everyone feel welcome.
2. we ask let adults without children to cooperate with us in providing a safe environment for children by accompanying a child or looking for children’s materials on this floor.
3. it lets everyone know we are paying attention and keeping an eye on what’s happening.
2. Once an adult without a child is comfortably settled on the 3rd floor, it’s very difficult to make them leave.  Just let them know that we ask customers’ cooperation etc., so the next time they come they’ll be aware of our goal.

Meeting Notes 3-6-13

Kendall Staff Meeting Agenda

March 6, 2013, 11:15 – 11:45 AM

Breakroom

Kendall Blog Easter Information Hunt
Each staff will take turns pulling a question which has an answer that can be found on the blog. The staff person that pulls the question will try to show everyone where to find the answer on the blog. If the staff person does not know where to find the answer all staff will be able to assist in helping their co-worker find the answer.


Feel free to ask any questions about the information being sought and suggest any input you may have to improve the blog.

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Reminders/Updates:
-Programs for April must be in by March 13th.
-1040 Instruction Booklets are available.
-Extra IRS forms are stored in the 1st floor meeting room.
-Children DVD’s will begin to be stored in ALL-Circ Machines on second floor soon.

Questions:
Where can I find a list of the dates and books of upcoming adult book clubs?

Where can I find the phone number to coin copiers?

Where can I go to suggest a topic for the open discussion meeting?

Where is the link for the different logins/passwords for different equipment?

Where can I find information on how to send a laptop to IT?

Where can I find past daily schedules?

Where can I find information on the new ILL procedures?

Where can I find the meeting room reservation form the public needs to fill out?

Where can I find information on a patron refund request?

Where can I find the new TexShare application that needs to be sent downtown?

Where can I find instructions on sending in a sprocket?

Where can I find maps of the different floors?

Where can I find a performer evaluation form?

Answer Key

Meeting Agenda 11/16/11

KENDALL LIBRARY

Staff Meeting Agenda

November 16, 2011 11:15 – 11:50 AM

Agenda

1. Programs Updates
2. Instructions for Telecheck (Check and Credit Card)
3. ILL - How to cancel a request item. (31447)
4. Holiday Calendar
5. Discussion

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November 2011 Calendar






December 2011 Calendar

Meeting Agenda10/26/11

KENDALL LIBRARY

Staff Meeting Agenda

October 26, 2011, 11:15 – 11:50 AM

Agenda

1. From HR: Electronic Timekeeping Policy (email & handout)
2. New phone extensions:
1. Thuy, 32447
2. left desks, 32445
3. center desks, left side, 32442
4. center desks, right side 32443
5. right desks, 32444
3. Upcoming Holiday schedules
1. Veteran’s Day, Friday, Nov. 11
2. Thanksgiving, Thursday, Nov. 24, and Friday, Nov. 25
3. Christmas, Friday, Dec. 23 through Monday, Dec. 26
4. Floating Holiday: “each employee can use a Floating Holiday, which must be taken by December 31'' and must be scheduled thirty days in advance.”
4. Holiday parties:  Thanksgiving, Christmas (instead of Dec 14 staff meeting)
5. ILL Account access (TV demo)
6. EPE Review

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EPE Review--Mandatory Performance Factors
Interpersonal Skills
Demonstrates appropriate social skills in interacting with peers, supervisors, and subordinates.  Maintains pleasant and helpful manner (Weight: 18%).
What is being evaluated:

• Clarifies interests and positions of all parties: doesn’t jump to conclusions; seeks information, listens and asks questions to understand other points of view.
• Adjusts tactics to achieve desired results: incorporates new information/understanding to get buy-in from colleagues/customers to achieve mutually satisfactory results.
• Manages conflict, manipulation, and strong emotions: controls emotions in stressful situations; doesn’t sabotage efforts or alienate others with emotional outbursts.
• Develops alternative options for mutual gain: considers other solutions which may achieve same results; uses information/understanding to get buy-in from colleagues/customers to achieve mutually satisfactory results.  
• Builds consensus through give-and-take:  seeks feedback, encourages discussion, offers alternative solutions, seeks feedback, etc., etc.

Related Performance Factors:

1. Communication (Expresses ideas and thoughts verbally, expresses ideas and throughts in written form, exhibits good listening and comprehension, keeps others adequately informed, selects and uses appropriate communication methods.)
2. Judgment
3. Problem Solving/Decision Making
4. Teamwork

Meeting Agenda 09/14/11

KENDALL LIBRARY Staff Meeting Agenda

September 14 & 21, 11:15 – 11:50 AM, Workroom

1. Upcoming ILL Changes (QUICK)

1. New procedure
2. New location for ILL items
3. Changes for customers
2. FY12 Materials Budget (QUICK)
1. Due Sept. 15.
2. Cutting $2400 from Adult Periodicals
3. Allocating Juv and Adu budgets (LH & AD)
3. Kronos Timecard Monitoring (QUICK)
1. Punch rounding may add or deduct time
2. Adjust time punches to use up or make up time (at lunch, end of day)
3. Goal is to end week with exactly 40 hours and to end pay period with exactly 80 hours.
4. City wants to avoid paying comp time.  We want to avoid sending you home early because of extra time.
4. On the Fly Items (QUICK)
1. Locate and send to Inventory Control by Sept. 30
2. Get list from Nina.  Instructions attached.
5. Opening & Closing Procedures (DISCUSS)
1. Load cash and complete deposit from previous day
2. Ready to Open--what does this mean?
3. Closing Gate count
6. How to print out the Monthly Events at the Kendall Library for customers(DEMO)
1. Access http://www.houstonlibrary.org/hpl-locations
2. Select the “Kendall Library” link
3. Click on the link “Click here  to get started!”
4. You can limit to “Adult” or “Juvenile” type to narrow the results.
5. Click on the black “Print this Month” icon on the bottom right of the screen.
6. Click on “OK” to print the Monthly Events out
7. COH Fire Ban in Parks
1. Though the fire ban doesn’t cover library property, please be extra careful with smoking materials around building.  COH Smoking ordinance is no smoking within 25 feet of building entrance and exit doors and operable windows (see http://www.houstontx.gov/health/Environmental/smokingpage.html).
8. Charging Stations to be Installed
1. Week of October 3 (5 days).
2. located in NE corner of parking lot, next to energy efficient spaces.

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OPERATIONS REVIEW
APPLICATIONS
Processing applications accurately:

• Applications must be filled out completely.  Check for duplications first by placing the the ID or DL in the Patron barcode area.  (u t059635642) or (u i09635642). If nothing comes up check the name.
• Retrieve as much information off the Drivers license, Identification or Passport.
• Insert the Date of Birth, check the address (which may have changed if they are renewing their application).
• Place date of replacement card with your intials/branch.

DRIVE-UP WINDOW
Take no more than (5) Five books for return.

• Applications can not be filled out at the window, the patron must come in.

SHELVING

• Books are being place at the end of the shelf (right shelf) .  Please enter file these books.
• When placing books on the truck to shelve, you may not be shelving the truck you sort, so please place all books in Alpha or Numerical order on the truck.  Please use 2 tiers on the truck not all 3.
• At the end of the day the Sorter should be empty.

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EPE REVIEW—Mandatory Performance Factors
Communication
Express ideas, messages, or information by “job appropriate” speech, signals, or writings. (Weight: 17%)
What is being evaluated:

• Expresses ideas and thoughts verbally:  interactions with other staff and customers, participating in staff meetings and problem solving; asking for information or assistance; responding to criticism or confrontation.
• Expresses ideas and thoughts in written form: email, blog posts, notes in MilCirc, handwritten notes for other staff member, signs, program flyers; spelling and grammar checked before sending; Remember: all caps=SHOUTING.
• Exhibits good listening and comprehension: interactions with other staff and customers; receiving directions or assignments; responding to corrections or criticism.  Doesn’t interrupt, asks clarification questions.
• Keeps others adequately informed: updates colleagues, supervisors in timely and appropriate manner; follows through-- makes sure message is received and understood, so we’re not scratching our heads wondering what’s going on.  No surprises!
• Selects and uses appropriate communication methods: choose the right form (email, verbal, handwritten note, formal letter, phone call, text message) and level of urgency for the message.  Makes sure the message/information is received so it can be acted on.  Consider: “What does this person need to know in order to act?  How urgent is it?  Does it require a response or is it FYI? Is my message clear and easy to understand?”

Evaluation standards [NOTE: currently undergoing evaluation by COH HR]

• 3 - effective (successfully performs to standards)
• 4 - strong (exceed standards by identifying and solving problems)
• 5 - outstanding (surpasses standards by anticipating & fixing problems & improving work processes.

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DISCUSSION
Opening & Closing Procedures.  What does this include?  Anything else?

1. Opening
1. all equipment & lights on
2. furniture neat
3. program signage current
4. pick-up carts cleared
5. newspapers checked in
6. workroom doors closed
7. gate count taken
8. book drop checked in
9. expired holds cleared
10. laptops moved to ref desk
11. cash drawers counted and deposits completed (except Friday & Saturday)
2. Closing
1. all equipment off (screens only on public computers)
2. furniture straightened
3. toys/games straightened
4. books, magazines and newspapers picked up (tables and shelves)
5. laptops stored in cabinet to recharge
6. gaming equipment cleared and secured in cabinet
7. meeting room restored to default set-up
8. cash drawer bagged (Fri & Sat: complete deposits)