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 Meeting Notes 7-13-16

Kendall Staff Meeting

July 13, 2016, 11:15 – 11:45 AM, Break Room

1. Updates (Karen):
1. Thank you to our Summer Interns Gabriella and Hannah.
2. Cake Challenge
3. HEAR Review deadline July 30.
2. Training: Policy Review: Attendance, Absence and Kronos (Karen)

Quick Notes

• 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.
• FLIP Kits:  After checking in returned FLIP Kits, check them out to the KEN-REFURB account if they’re going to the Children’s Museum to be refurbished.  If they have a holds, print out the hold label, then check the kit out to the REFURB account so we can track its location while it’s in transit.
• Tag all incoming items:  Please tag all incoming items without tags, including items from Central and other locations (except ILL).  This will save us a lot of time later when they’re returned.
• Clear items in the Tagging bins each day::  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.  
• A good team member: 1) puts the team first, 2) shares the work, and 3) shares the ice cream!

Events

• Friday, July 15: Last Day of Pay Period
• Friday, July 22: Pay Day
• Friday, July 22: CE Managers Meeting (Karen)
• Wednesday, July 27: Open Discussion Meeting and Cake Challenge!
• Saturday, July 30: FY16 Annual Reviews finished and locked.
• Monday, August 1: Last Day of Summer Reading Program!
• Thursday, August 4: Last day for Gabriella and Hannah.

Staff Meeting Notes 6-15-16

Kendall Staff Meeting, June 15, 2016

11:15 – 11:45 AM, Break Room and Lobby

1. Updates (Karen):
1. Welcome to our Summer Interns Gabriella and Hannah.
2. Customer Refund Request Form (aka Revenue Refund Form)
3. HEAR Review deadline changed to July 30.
2. Training: What to Do When the Security Gate Beeps (Karen and Rita)

Quick Notes

• 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.
• FLIP Kits:  After checking in returned FLIP Kits, check them out to the KEN-REFURB account if they’re going to the Children’s Museum to be refurbished.  If they have a holds, print out the hold label, then check the kit out to the REFURB account so we can track its location while it’s in transit.
• Tag all incoming items:  Please tag all incoming items without tags, including items from Central and other locations (except ILL).  This will save us a lot of time later when they’re returned.

Events

• Friday, June 17: Last Day of Pay Period
• Friday, June 24: Pay Day
• Friday, June 24: CE Managers Meeting (Karen)
• Wednesday, June 29: Open Discussion Meeting
• Monday, July 4:  Independence Day Holiday, library closed
• Friday, July 8: Youth Services Meeting (Jasmine, Leona, Nagma, Shanti)
• Wednesday, July 13: Staff Meeting
• Friday, July 29: FY16 Annual Reviews due

5-Minute Meeting 5-31-16

Items that came up on Saturday, 5/28:

1. If customers don't want their change back ("Keep the change!"), ring the amount of the change into SMM as MISC or Booksale.  Don't leave the change in the drawer because it will throw off the drawer count and we'll have to figure out where it came from.   The Business Office always wants to know why our deposit is over or under.
2. Please don't send customers to the Lobby for change.  We cannot  open the register drawers to give change.  Either make change from your own pocket, ask customers if anyone can help, let the customer know the print system will hold their work for 2 hours, or suggest (gently) the Book Sale or fines payment (if they have them) as an option.
3. Customers must check out holds from the Holds Shelves.  I helped a customer on Saturday who didn't know this. She said someone at the desk told her it was okay and she was embarrassed when I told her otherwise.
4. Tag all incoming holds because we will handle them again when they expire or are returned.  It will save the team lots of time if they're tagged when they first arrive here.

Staff Meeting Notes, 5-11-16

Kendall Staff Meeting, May 11, 2016

11:15 – 11:45 AM, 3rd floor conference room

1. News from April CE Managers Meeting and SW Managers Team Meeting (Karen)
2. Training: 2016 SRP--Aim for the Stars! (Leona)
1. New for 2016
2. 2016 Incentives
3. 2-16 SRP Dates and deadlines

Quick Notes

• Exceptions Bins:  With the new sorter setup, if the item does not have a tag or the sorter cannot read the tag, then the item will go into the #9 bin
• Bin #1 has holds and CEN items. Bin #9 has items not read plus holds and CEN items.
• FIRST, discharge the items from either bin.  
• Second, after dealing with holds and CEN items, sort the remaining items into the following groups:
• No Tags: Add and program new tag.
• Rectangular Tags: Remove old tag and add/program new tag.
• Other Tags: Run through the sorter again with the cover open (or AV--tag on top).  If the item sorts correctly, yeah!  If not, remove the old tag and add/program a new tag.
• If items have metallic ink on the cover OR do not sort after 3 tries, float to a new location.
• Clear the exceptions from both bins throughout the day.  
• If you’re on SORT, empty the excpetions bins frequently onto the Exceptions cart so the items can be easily identified.  If you have time, groupg  together the not-tag and rectangular tag items.  If there is no one at the Delivery desk,, discharge and sort the items.
• If you’re on DELIVERY, discharge the items on the exceptions cart every hour.
• If you’re on the LOBBY or DRIVE-UP desks covering Sort, work together as a team to empty and discharge the exceptions throughout the day.  Customers will be asking you to check their accounts and to find and clear items they returned which were not discharged by the sorter.  Work together to tag items as time allows.
• Tag all incoming items from CEN and other locations (except ILL).  It will save us a lot of time later when they’re returned.
• Items will not be discharged if they don’t have a tag.  And customers will be checking their accounts  since they don’t get a receipt.

Events

• Friday, May 13: Pay Day!
• Friday, May 13: Youth Services Meeting at CEN (Shanti, Leona, Jasmine, Nagma)
• Friday, May 13: Tech Specialists Meeting (Pam)
• Wednesday, May 18: Farewell Party for Lauren
• Thursday, May 19: Lauren’s last day
• Friday, May 20: Pay Period Close
• Wednesday, May 25: Program Meeting
• Friday, May 27: Pay Day!
• Friday, May 27: Staff Training (Blue Group), rescheduled from May 13
• Monday,  May 30: Memorial Day, Library closed
• Wednesday, June 1: First day of SRP
• Friday, June 3: Pay Period Close