Open Discussion Notes 9-23-15

Workroom, 11:15-11:50AM

Moderator: Lauren; Recorder: Karen

Attending: Lauren, Albert, Karen, Janalyn, Alice, Jose, Alisa, Doug, Trish, Jasmine, Pam, Temeka, Leona. Absent: Evin, Iffat, Nina, Shanti (notes in mailbox).

1. At Closing--Teamwork and Customer Service.  Don’t forget to:
1. Forward the phone, 2nd floor (this morning answered call from customer with fine problem because phone not forwarded).
2. Record the gate count, 1st floor (power went out overnight and we lost yesterday’s visitor count).
3. Don’t leave bins unplugged overnight, 1st floor (it creates more exceptions the next morning when items mis-sort).
4. Label outgoing holds so they can go out in Delivery in the morning, 1st floor (this morning labelled three bins of outgoing holds which missed Delivery and will sit until tomorrow to go out).
2. Sorter Problems:
1. Books sorting to wrong bins but looks okay to TechLogic when they check logs.
2. Copy Fred, Jeff, and Patrick on emails to Helpdesk or TechLogic about sorter problems to keep them in the loop.
3. Wait a few seconds after green light before sending next item through because books are stopping on the belt--given them enough time to clear.
3. Deposit:
1. When bagging money at the end of the day, don’t just throw it loose in the bag. Loose bills get stuck in the bag and make it more difficult for the person doing the deposit the next day.  
2. The coins should be in the correct bag and the bills wrapped around the coin bags with a rubber band.  
4. Sorting Room:  
1. Please don’t dump books on carts, especially when they’re mixed up.  Items are going on the wrong carts, which creates extra work for a colleague.  
2. If you don’t have time to put books on a cart in order, dump them in the correct bin for someone else to sort.
3. When full bins are stacking up (especially when there are 4 or more), take the initiative to unload them and put the material on a metal cart in order, so it is ready to be reshelved.  
4. Don’t leave ½ full carts in the sorting room--it wastes carts and takes up space.  Add the books to another cart already underway.
5. Send languages not at Kendall (we have Spanish, French, Japanese and Russian) in the float bins to LMS; they will send to locations with those languages.  
5. Blank (Unscheduled) Hours:
1. There’s plenty of shelving to do--use your unscheduled time to help us clear shelving every day.  
2. If shelving is done, then shelf read. Most staff have Shelf Reading as a SMART Goal; for a 3, you should be averaging 1 hour/week.  
3. When you’re on the clock, you should be using unscheduled time for work duties.  Limit personal activities to your lunch hour and 2 15-minute breaks.
6. Delivery/ Holds:
1. Don’t put tems on the holds shelve which are supposed to be at other locations  (this week removed 60+ items on hold shelves for customers at other locations).  This is careless when items are clearly marked and unfair to customers waiting for their holds.
2. When handling paging or Delivery, always separate items for KEN (staying) from items going to other locations (going).
3. When checking in holds/delivery, use the following Sirsi functions:
1. Labeled: use Receive Transit (doesn’t print label
2. Not Labeled: use Discharge (prints label)
3. Bookdrop: use Discharge or Bookdrop Backdate (prints label)
4. This will keep the Spool WIzard from filling up with unprinted labels.  Also, make sure to clear the Virtual to Print Wizard before you leave the computer.
4. The MaxStick Label paper is in demand.  Albert is ordering it regularly so we have enough on hand but don’t waste it (for example, don’t print labels for non-hold items going back CEN--just put them in the CEN bin).
7. Book Drop:
1. Empty both bins each time.  Don’t let material pile up in the second bin.  It’s not fair to customers who have returned items to not check them in promptly.
2. The door to the second book drop is not opening/closing easily.  This should be reported so it can be fixed.
8. Desk Supplies:
1. Leave tools such as staplers and tape dispensers at each public service desk (and the workroom).  If you borrow them to use somewhere else, return them when you’re finished.  (Apparently the 2nd floor stapler is missing because it was taken by a customer.)
2. If customer want to borrow scissors or a stapler, let them use it at the desk.
9. Laptops:
1. Don’t leave laptops at the public service desk overnight.  They need to be locked in the charging cabinet so they can recharge and vulnerable to theft.
2. The public laptops are charged in the right-side compartment of the charging cabinet--that’s were the chargers are.  (The left side is empty.)
10. Coin Copier
1. The Coin Copier technician says to flip the copier paper over if it is wrinkling during printing.  (Or fan it when reloading the paper tray.)
2. Use the bypass login to help customers with printing problems--charged but not printing, wrinkled paper.  Use the abandoned print cards for customers with change or money problems.  Refer customers with frequent printing problems to call Coin Copier for refunds.  Use your discretion to help customers with printing issues.
11. Above and Beyond:
1. When you provide extraordinary service to a customer, ask them to fill out a comment form.  We appreciate the acknowledgement
2. Thank you to Alice for preparing the schedule Monday morning.  We all pitched in to get things done!

Open Discussion Notes 4-22-15

Hey guys, here are the minutes from today's open discussion meeting.  :0)

Alice - Karen is welcomed back!

We all thanked Albert for being our delivery hero.

Leona - we are not getting anywhere for SRP; waiting for signage or a roster for performers.  If staff wants to be a part of programming for this summer (or even if you want to do something during the year) let Leona know.  There will be some outreach planned for schools this summer.

Trish - for damaged and lost items, please make complete notes on items you are placing on Trish's cart.  This includes your initials, a date, and thorough information about the issue.  Check a/v items before discharging them! Put missing or incomplete items back on a patron's account if accidentally checked in.

Temeka - the sorter may not be discharging items correctly.  If you have items that were not taken off of a patron's account, screen shot the items on the patron's account and email to Fred Schumacher in LMS at fred.schumacher@houstontx.gov.

Nina - document holds that are checked out to a patron that have not yet arrived at KEN.  Please send this documentation to Sylvia Espinosa at CEN at sylvia.espinosa@houstontx.gov.

Albert - slow down and pay attention when sorting.  Items have been found on the wrong floor.  There was a man trying to check out  a laptop on the 2nd floor with an expired license.  Kindly explain that we do NOT let anyone check out laptops without a current library card that is also free of fines.  If there is an issue, you can refer him to Roosevelt Weeks.  Also please make sure to put the license # both in Sirsi and on the paper application.  Enter all information from the license.

Alisa - Make sure to check for duplicate profiles before making a new library account for someone.  Check for the alternate ID (license #) and their name.

Nina - Please greet all adults getting off the elevator at the 3rd floor.  Kindly explain to them that we would like their cooperation in creating a safe environment for children by using the 2nd floor if they are not with children or looking for children's materials.

Jose - We need some flexibility since the 2nd floor fills up too quickly, both with tables and computers.  Offer to check out laptops, but do not extend time for patrons on computers if there are other patrons waiting in line.

Karen - greet everyone, regardless of what floor they are on.  Welcome them and ask if they need assistance with anything.  Suggested to Theodora that we get an express computer so that patrons can use it for quick, 15 minute uses.

Temeka - 2nd floor patrons have no privacy on the computers.  Theodora mentioned that IT is looking into privacy screens.

Theodora - encourage patrons to fill out complaint/comment cards if there is something they wish we were doing differently.  This is the best way for change to happen in our branch.

Albert - please do not send patrons up to other floors to complete card applications.  Handle them at the station they arrived at to begin with.  Cloning parent information is a great way to expedite the process.

Go team!

Open Discussion Notes 1-28-15

Workroom, 11:15-11:45AM Recorder: Evin    Moderator: Alisa

1. New Staff: welcome to Trish from COL and new-to-HPL staff Lauren and Doug. Trish appreciates coming back to KEN
2. Meeting Room Reservations: ask customers to try to at least estimate number of people who may be attending, so we have something to base the “meeting room used” stats on.
3. AV Repair Shelf: Temeka is going take over duties from Juli [now being done by Trish. KL].
4. Printer Settings: please don’t change the printer settings, especially the Delivery printer and the receipt printers.  They are configured specifically to work with the software.
5. Duplicate applications:  Before creating a new account, check for duplicates with a name and ID (TDL or TID) search.  
6. Evanced: everyone had turned in their programs for March and they are already in Evanced.
7. New Procedure for Lost Cards: go to “Modify User” > “Privilege” > Change to “Lost Card” and save.  Then open account again and scan in new card number.  
8. Override password in Workflows:  Use your Workflows password, not the default one.
9. Workflows discharge:  Don’t use fine-free discharge.  Use “Special” > “Discharging Bookdrop” if you need to backdate items.  Whenever waiving or reducing a fine, put a note in “Extended Info” to explain and document your action.
10. When in doubt, always have another person with you.
11. Appropriate government-issued IDs for library cards are Texas driver’s license and id card, US and foreign passports, US military cards, etc.
12. Don’t forget to check in returned laptops!  Customers will be charged $25/hr late fees, which could block their card.
13. When holding items at the desk for customers, please include the date, so we can tell how long the item has been sitting there.  (Desk holds for 24 hours or less only.  If longer, need customer’s account number to hold item and place on hold shelf.)
14. Jose did a great job helping a Colombian family.
15. If someone calls for Jose saying she’s his mother, it’s customer who wants to speak to him, not his mom.  Take a message.

Open Discussion Notes 4-23-14

Break Room, 11:15-11:50AM.  Moderator: Meg; Recorder: Jose

Today we discussed…

1.  Shelve reading:

      --Divide the library in different sections

      --Rotation of the sections too (sign up for shelve reading, whatever you prefer)

2. Any worker that comes to fix something  has to sig in: name- last name & ID # [notebook at Lobby desk. KL]

3. If you refer anyone on the 2nd floor to the 3rd floor for computer use, please remind patrons that 3rd floor it’s a kid friendly zone.

4.  Anyone is welcome to check out a laptop as long they don’t have any fines on their record and have had their library card for at least 30 days.

5. Don’t  turn off 3M pads, please.

6. During delivery time make sure you do it the right way (don’t get confuse with drive up and normal holds).

7. Meeting Room Reservations:           

     --Always fill out forms for reservations

     --No double booking

     --No adults sessions in 3rd floor

     --Always give spare time to groups to leave (don’t do back to back reservations) [30 minutes           between events. KL].

     --We don’t do reservations for birthday parties aka “child gatherings”, nor is food allowed either [meetings must be free and open to the public—no private parties. KL]

     --No multiple reservations

     --One reservation = one form (also check forms for correct information).

8. Keep the closet in the 3rd floor locked all times.

9. Assist Westside volunteers to keep their personal stuff, Tuesdays from 10am-12noon.

10. Monthly report of library apps would be excellent in the future to avoid any inconvenience at the time of evaluations.

Remember Lights Out Houston Thursday, April 24 - Sunday, April 27, turn off all not essential lights before we leave during those days

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.

---

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 Notes 2/15/12

11:15-11:50 AM, Break Room

Agenda

1. Handouts
1. Change in Laptop Checkout Policy (email from Mike VanCampen, 2/8/12): no checkouts if customer has any fines; picture ID and library card must match customer checking out laptop
2. Physical Weeding Guidelines (from Collection Development Office, 1/17/12): items meeting the following criteria should not be reshelved, floated, tagged or sent for a hold: yellowing pages; split bindings; dirty/stained/water-damaged/hi-lighted/written-on pages; torn pages or cover; loose or missing labels; physical damage (bite marks, cigarette burns, roaches, mold, strong ordor).
2. Recap from Last Meeting
1. Bookdrop: 4x/day--smaller and quicker
2. Sorter: clean “shingler” belt every morning with soapy water and brush, wipe dry (1st person assigned to Sort)
3. Tagging: at desks, on the spot as time permits--better check-in consistency
3. News/Updates
1. Book Sale wish list, due 2/17: requesting non-supply items needed
2. Kronos: email problems logging in to Karen with date and punch time
3. Parking: please use last row of parking lot while back lot is flooded
4. EV Charger: no parking restrictions, a convenience for electric-car owners
5. AARP Tax Help: Wed 12-4, Sat 10-2; schedule on blog, program calendar, yellow handout, posted 2nd & 3rd floors
6. Tax Forms: what we have received from IRS in lobby; get copies of other forms from binder (2nd floor desk) or www.irs.gov
4. Substitutes
1. Substitute signs in and out on timesheet; leave in manager’s box at end of day.  Both substitute and manager/supervisor fill out surveys at end of day.
2. Links to time sheet, substitute and manager surveys on blog/Quick Links page
3. Offer to help if there’s something they don’t know how to do: “This is how we do this here.”
4. Share observations with manager to be included in end-of-day survey
5. extra timesheets and training handouts for standard procedures in folder on top of mail boxes
5. Volunteers
1. Online applications only, effective immediately (link on blog home page, under “Volunteer Links”
2. Part of city-wide initiative to improvement volunteer management and volunteer experience
3. Volunteers must be at least 14 years old and agree to serve for a minimum of 45 days and at least 20 hours in the first month (3-4 hours/week).  Also: no criminal background, no court-ordered community service
4. Volunteer applications with be processed by Andrea Lawrence, Volunteer Coordinator, Office of Volunteer Services, Department of Community Engagement.  After processing (interview, background check), they will be referred to the branches for orientation and scheduling.
5. Volunteers sign in and out for their shifts using the Google form (link on the blog).  They must wear their Volunteer picture ID (or the generic volunteer badge available at the 3rd floor desk) while volunteering.
6. Frees staff time to schedule, train, manage on-site volunteers