Open Discussion Notes 9-21-16

Breakroom, 11:15-11:50

Moderator & Recorder: Melinda Campbell

• Volunteers: Please welcome our volunteers who are a great help to the Library. One volunteer loves to help with the children’s programs and likes to help with the craft projects for the children, so please direct her in this direction.
• Damaged/ Incomplete items: Please apply a note to the customer’s record if item is still on their account, with details of what is missing, when and how contacted. Check each item before checking in so we can catch items before taking item off account. Place incomplete items in basket in workroom. Through our diligence we can reduce the loss of items for HPL.
• Question: Do the volunteers go through a background check? [Yes, that's part of the application process. KL]
• Outreach: Middle School Outreach next Thursday 9/27 5:30-7:30P with two staff members attending.
• Supplies: Please place your supply needs on the sheet provided on the back of the supply cupboard to be ordered.
• Promotion: Janalyn will start in her new full-time position on Saturday!
• Collection: Picture book shelves are looking great! Please take done unfinished shelving carts to 1^st floor when unable to complete task in allotted time.
• Pre-School Storytime:  Any volunteers to help while Shanti is away.

Staff Meeting 6-3-15

11:15 – 11:45 AM, Breakroom

1. Updates from Managers Meeting (Karen, Lauren)
2. HEAR Year End (Karen)
3. SRP Prep: parking, schedule changes, helping with programs (Karen, Leona)
4. Summer Volunteers (Pam)
5. First week of SRP: How’s it going so far (good and bad)?

Quick Notes

• HEAR Year Ending Soon: We have about 2 more weeks to collect statistics and documentation for this year’s reviews.  Karen and Lauren will start preparing year-end reviews June 15 and meet individually with everyone starting June 18.  All reviews must be completed, signed, and locked by the close of the fiscal year on June 30.  And it’s not too soon to start thinking about your FY16 SMART goals--the new review period begins Monday, July 1.    
• Smart Money Training: Please sign up for one of the SMM trainings scheduled in June and let Karen know which date, location and time you would like to attend so I can add it to the calendar/schedule.  
• Texting and Music in Public Service Areas: Texting and listening to music in public service areas is not appropriate because it distracts you from paying attention to customers’ needs.  Texting or listening to music when customers are around tells them you’re not available or interested in helping them.  These activities need to be done in non-public areas or during non-public hours with the volume turned down low enough so you can hear someone speaking to you.  

Upcoming Staff Events

• Friday, June 5: Last day of Pay Period
• Wednessday, June 10: May Monthly Report due
• Wednesday, June 10: Staff Training Meeting
• Friday, June 12: Pay Day
• Wednesday, June 17: Open Discussion Meeting (need recorder)
• Friday, June 19: Last day of Pay Period
• Friday, June 19: CE Managers Meeting (Karen, Lauren)
• Wednesday, June 24: Tech Training Meeting/ Management Team Meeting
• Friday, June 26: Pay Day

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 6-12-13

Agenda

1. SirsiDynix Update (Karen); 10 min.
1. Handout: SirsiDynix Timeline
2. Serials Check-in Procedure Using Google Docs (see Kendall blog, Quick Links, Frequently Used Links and home page, Collection)
2. SRP Programs Update (Leona, Regina); 10 min.
3. Volunteers Update (Pam); 10 min:
1. Last orientation for summer volunteers: Wednesday, June 19
2. Applications for summer volunteers accepted through June 19; must apply online--see HPL Volunteer Opportunities.
4. Attendance & Punctuality (Karen); 10 min
1. 5.0 Human Resources: Policy Relating to Notification of Tardiness or Absence (see Intranet, Forms + Documents, Policies and Procedures, HR)
2. 5.0 Human Resources: Procedures relating to Notification of Tardiness or Absence (see Intranet, Forms + Documents, Policies and Procedures, HR)
3. Administrative Procedure 2.4: Electronic Timekeeping Policy (see City of Houston website, http://www.houstontx.gov/adminpolicies.html)
5. Discussion:  
1. Nina:  In sorting room, please pay attention to:
1. CEN items (must return to CEN)
2. JUV, YA items put on correct cart for shelving
3. Juli: also check in Exceptions items from cart and send to correct location

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Upcoming Staff Events

• June 14: SirsiDynix Symphony Training @ CEN (Katherine, Juli, Regina)
• June 17: SirsiDynix Symphony Training @ CAR (Cosette)
• June 19: SirsiDynix Symphony Training @ CEN (Leona, Jose, Trish, Temeka)
• June 20: SirsiDynix Symphony Training @ CEN (Crystal, Sharon)
• June 21: SirsiDynix Symphony Training @ CEN (Alice, Alisa, Karen)
• June 21: JUV Pre-Selection @ CEN (Regina)
• June 21: Last Day of Pay Period
• June 24: SirsiDynix Symphony Training @ ROB (Pam, Nina/trainer)
• June 26: Open Discussion Meeting
• June 27: SirsiDynix Symphony Training @ STE (Albert, Nina/trainer)
• June 27: NL Managers Meeting @ CEN (Karen)
• July 3: Program Planning Meeting
• July 4: LIBRARY CLOSED

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Remaining June Programs

Adults, 1st Floor Meeting Room

• Kendall Bee Quilters, Mondays • 1–3 PM
• Kendall Book Club, Thursday, June 25 • 1–2:30 PM, Book Selection for 2013-2014

Adult  Computer Classes, 2nd Floor Conference Room

• Intermediate MS Excel 2010, Wednesday, June 12 & 19, 12:30 PM – 2:30 PM
• Social Networking. Wednesday, June 12, 5:30 PM – 7:30 PM
• Intro to MS Word 2010, Thursday, June 13, 10:30 AM – 12:30 PM
• Intro to MS Excel, Thursday, June 13, 3:00 AM – 5:00 PM
• Advanced MS Word 2010, Saturday, June 15 & 29, 10:30 PM – 12:30 PM
• Intro to MS PowerPoint 2010, Wednesday, June 19, 5:30 PM – 7:30 PM & Thursday, June 27, 3:00 PM – 5:00 PM
• Advanced MS Excel 2010, Thursday, June 20, 10:30 AM – 12:30 PM & Saturday, June 22, 10:30 AM – 12:30 PM
• Intro to MS Access, Wednesday, June 26, 5:30 PM – 7:30 PM & Thursday, June 20, 3:00 PM – 5:00 PM
• Intro to MS Publisher, Wednesday, June 26, 12:30 PM – 2:30 PM
• Computer Security, Thursday, June 27, 10:30 PM – 12:30 PM

Teens, 3rd Floor

• Incredible Bubble Show, Tuesday June 18, 4:00-5:00pm, For pre-teens and teens. 1st floor meeting room.
• Teen Movie Time, Tuesday, June 25 • 3:30 PM-5:30 PM, movie showings will be PG-13, teens 13 and older, are welcome. 3rd floor Conference room.

Children, 1st Floor Meeting Room

• Toddler Story Time, Tuesdays, June 18, 25, 10:30-11:00 AM
• Babytime, Thursdays, June 13, 20, 27, 11 AM – 12 PM
• Babytime: Baby Yoga, Fridays, June 14, 21, 28, 2:30-3:00 PM
• Happy the Clown, Wednesday, June 26, 2:00- 3:00pm

Children, 3rd Floor

• Preschool Storytime, Tuesdays, June 18, 25, 11:30 AM – 12 PM
• Family Movie, Thursday, June 20, 2:00-4:00pm

Children, Outside

• EJC Petting Zoo, Thursday, June 13, 11:00-12:00

Top 10 Kendall Things to Remember

10.  Don’t book meetings back-to-back.  Leave 30 minutes of turnover time between groups so the old group can pack up before the new group moves in, especially if they’re fans of rival football teams.

9. Lock all exterior doors at the end of the day--that includes the meeting room emergency exit and the drive-up window.  The Kendall ghost is out there looking for a way to get in.

8. Not all paperbacks belong in the paperback bins.  If there’s a call number on the spine, it’s cataloged and goes on a cart with its friends.

7. World Language books are cataloged too and go on the 2nd shelf of the non-fiction carts.  Mais oui!

6. Who wants to burn up at work?  Not me!  Don’t block the staff door with carts, bins, or boxes and we will all thank you if there’s a fire.

5. Be a team player.  Don’t drop the ball when it’s your turn to be the desk.  

4. Idle hands can be put to work.  Load the bins on a cart, empty the tag bin, pull dups from the shelves, check apps, clean out the desk drawers . . . .

3.  It’s as simple at A - B - C.  Fiction goes on the shelf in this order: last name . . . first name . . . title.  The best way and the only way.

2. Vocera is the number 1 fashion accessory at Kendall Neighborhood Library.  Don’t go out Voceraless.

1.  Your eyes are our most important security defense.  Keep on eye on who comes in the door and off the elevator and greet everyone you can.  A friendly hello lets customers know we’re paying attention to them and to what’s going on around us.   

Meeting Notes 8-22-12

August 22, 2012   11:15 – 11:45 AM
3rd Floor Conference Room

1. Updates:
1. End of Summer--Horray! (with cake)
2. SRP final results (Leona): record registration and completion; 8 weekly drawing winners and one grand prize winner (kids entered in drawings after logging 10 books); kids can use SRP books for HISD Millionaires' Club.
3. Circulating Periodicals (Alisa): don't check-out magazines without "c" on cover--we want to keep current issues on display so everyone has a chance to read them. Current issues checked out to branch for six weeks, don't override. Past issues with "c" can be checked out. Issues older than six months automatically deleted from Millennium; don't create an "on the fly" record to check out to customer; just scan as if checked out (magazine will be discarded/recycled when returned).
4. Annual Report (Karen): FY12 annual report highlights statistical trends, accomplishments and challgenges; Kendall was #1 branch in circulation for 11 months of fiscal year (#2 in April by less than 600 items after Stella Link). See below.

5. Other Updates
1. Nina: Smart Money incident--ran credit card twice after first swipe failed (said "try again"), customer charged twice, Business Office has to refund charges. After first failure, take customer to self-check to use eCommerce option. If transaction fails in Smart Money, make note in customer account and waive charges paid.
2. Nina: Bins in sorting room--please place items in bins neatly to make better use of space, doesn't damage items (Juli).
3. Albert: Desk in lobby looks junky, items scattered can't tell if books checked in or not. Space is limited--keep neat. Bring up for discussion at upcoming Open Discussion meeting (Karen).
4. Pam: Volunteer party was a success Staff applause. Thanks for contributions (Nina).

2. Calling in and Kronos (Karen)
1. When you call in an absence, please indicate whether you are using sick leave or emergency vacation.
2. When you call in a tardiness, please indicate the reason (see list below).
3. This information will be used to properly code your timecard.  Tardiness without a reason will be marked “unexcused”.
4. Please call 832-393-1887 within 30 minutes of your scheduled start time.  If you call early, please don’t leave a voice mail message; if no one answers, call back.

3. Open Discussions (Karen)
1. Starting September 5, we alternate informational/training staff meetings with open discussion meetings oriented toward addressing and solving branch problems.
2. One staff member will moderate and one will take notes, to be rotated among staff members. Nina volunteered to moderate and Alice volunteered to take notes at the upcoming meeting.
3. Bring issues and several possible solutions to the meeting.  The issues will be listed and one selected to be addressed in the meeting.
4. The goal is to end the meeting with a mutually-agreeable solution for the chosen issue.  Tabled issues will be carried over for discussion at the next meeting.

Adjourned at 11:50 AM
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Houston Public Library

Kendall Neighborhood Library

Annual Report FY 2012

Usage Trends

In the second full year of operation, Kendall experienced an overall reduction in service numbers--11% in visitors and service contacts, 13% in hours, and 14% in computer users—indicative of the transient, highly mobile quality of life in Houston.  Alief, which ranked 3^rd in visitors in FY11 (behind Stella Link and Kendall), moved to first place in FY12, followed by Kendall and Stella Link.  Kendall ranked first among branches in service contacts in FY11 and FY12, although this year the number dropped below 1 million to 975,857; overall HPL saw a 9% reduction in service contacts.  Kendall’s total circulation of 619,027, topped all branches for 11 months (the exception being April) and matched Central’s 7% overall reduction.  Kendall circulated more Juvenile items than any other HPL location—367,493, an average of 30,625 items per month—because many parents check out up to their circulation limit every two weeks. 

Significant Accomplishments

In October the Kendall Book Club celebrated its twentieth anniversary.  Several of the original members are still active in the group, which meets monthly September through May and reads widely from classic literature and bestselling fiction to history, biography and current issues.  In January we were able to expand our computer class schedule from two to six weekly classes when a part-time trainer (hired with BTOP funds) joined the staff.  The addition of a second trainer in March relieved a staff member who had been teaching many of the classes. The first week of the Summer Reading Program we were surprised by the over-capacity crowds for Toddler Storytime and the featured SRP event, leading to gridlock in the parking lot.  We quickly created a plan to manage the situation, deploying staff outside to direct traffic and assist customers. We posted “Parking Alerts” to notify customers about capacity times and made signs to direct traffic efficiently.  The branch has become a popular location for recycling in the community.  We have three bins on site (8-ton and 4-ton general recycling bins and a 4-ton paper recycling bin) which regularly fill to capacity within days.

Significant Challenges

Last summer’s drought claimed several trees on the property, both existing and newly-planted ones. The prairie grass and flowers planted during the previous year went dormant until we received some rain last winter but when they finally sprouted and bloomed, the sight was glorious with bright green grass and colorful wildflowers covering the ground along the fence. Staffing continued to hover at minimal levels.  One long-time staff member retired at the end of December, the assistant manager was transferred to a new position in February and one full-time staff member requested a change to part-time status in March.  The branch received a part-time Customer Service Clerk in December, as well as a full-time CSC and a new assistant manager in March.  We were helped by the temporary deployment of staff from other locations; they quickly learned how to use our specific equipment and adapted to the challenges of functioning in a three-level building.  Adequate seating on the 2^nd (Adult) floor continues to be in heavy demand.  In addition to computers users, lots of customers use the branch’s wireless connection and fill every available seat in addition to the two study rooms and the conference room, which is open for seating whenever no computer class is scheduled. 

Submitted by Karen Luik, Kendall Branch Manager, 8/17/12

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Kronos Standard Comments (to document any change or alteration to the employee’s schedule)

Meeting Notes 6-13-12

11:15-11:45 AM, Break Room


AGENDA

1. Phone Facts:
1. Please make all outside calls (customers, volunteers, presenters) from the 1880 (public) line.  Don’t use the internal extensions for outside calls, as those numbers are not consistently answered.  Friends and family may call the private line (1884) or the extension near your desk (as long as they’re aware that number may not be answered during public hours).
2. Be considerate and announce calls being transferred internally, whether it’s a customer or personal call.     

2. Summer Volunteers:
1. 22 summer volunteers working 2-hour shifts (plus a few 1-hour shifts Friday afternoon); 3 regular volunteers throughout the year; and 2 Chinese Community Center volunteers each working 30 hours/week (9:30-3, Monday-Saturday)
2. Volunteer Duties:
1. shelving carts and bins (1st priority)
2. sorting, book drop
3. shelving holds
4. program and traffic assisting
5. SRP sign-up
6. assistance in boxing items

3. Safety Walk Through.
1. Fire Alarm response: location of emergency exits.  Also:
1. Immediately clear your area of customers.  Direct them to the nearest emergency exit on your floor.  Check all areas, including restrooms, to confirm that all customers have evacuated.
2. Elevators are programmed to drop immediately to the first floor and open their doors.  If not, staff on the first floor should notify the Fire Department when they arrive so they can check them.
3. Staff meeting point is in front of the gate to the pumping station in the southeast corner of the parking lot.
2. Emergency Door Alarms: how to turn off and reset
3. Fire Alarm panel and override key: location of panels and keys

4. Questions/ Discussion
1. SRP Sign-up: if you need help with the sign-up process, see Pedro or Leona
2. SRP Incentives: Circus tickets (30-level) have arrived.
3. SRP Daily Drawings: Local prize-winners (from daily system-wide SRP drawing) will be posted on blog so we know where to find prize when the winner comes to pick it up.
4. Gaming equipment: All gaming equipment must be locked up at night and cabinet key returned to workroom by the staff member closing that floor.  In the morning, the person opening should retrieve the key to unlock the cabinet (as part of “ready 2 open”).
5. Closing Building Check: When closing, check all spaces on the floor, including restrooms and conference rooms.  A customer was locked in the building Friday night for over 2 hours and called 911 to find someone to let him out.

Meeting Notes 5/16/12

1. Summer Volunteers (PO):
1. 25 volunteers max., scheduled in 2-hours shifts (see attached sample schedule).
2. Two volunteer orientations will be held: Wednesday, May 23, 5 pm plus one in early June tba.
3. have problems with volunteers or need help?  Email Pam directly.
4. will be able to help run book drop, retrieve paging list (but nothing involving customers’ names).
5. schedule will be added to blog when ready.
6. sign-in (on KEN blog) on 3rd floor desk computers; trying to add lap-top for sign-in (keep in gaming cabinet).
7. direct students/parents interested in volunteering to the application process on the HPL website (click on donate or volunteer in the upper left or lower right corners of the home page).  The applications will be screened first by Andrea Lawrence.
8. Potential volunteers must be at least 14 years old.

2. Checking timecards from Quick Kronos (PF)
1. Enter your user name and password, then click on Log On (instead of Record Time Stamp) to access your account (check timecard, request time off, view work & absence summary, access COH Employee Self-Serve page).

3. Expanded Computer Class Schedule (PO)
1. Classes added in May: Wednesday at 12:30 and 5:45, Thursday at 3.
2. KEN now has 6 weekly classes.

4. EPE Plans for FY13 (KL).  From Ophelia Cespedes, 4/2/12: The current performance management process has been on hold pending review by an City- Wide EPE task force per the Meet and Confer Agreement between HOPE and the City administration. Recently, the task force forwarded a recommendation to the Mayor for consideration, however, a new EPE process will not be in place until 2013. For this reason, Employee Performance Evaluations (EPE) will not be required for the current 2012 EPE cycle. In preparation for the new performance management process, employees must receive an EPE plan by the end of May. For HPL employees, the EPE plan deadlines are as follows:
1. Supervisor EPE plans must be reviewed with the employee, signed and received in HR no later than, Friday, April 27th
2. Non-supervisor EPE plans must be reviewed with the employee, signed and received in HR no later than, Friday, May 25th.

5. Questions/Discussion
1. KL: press release from Mayor’s Office about new FY budget: no job or service cuts planned.  Mayor’s 5 Priorities also posted in building lobby for the month.
2. PF: Sorter set up to backdate until 1 pm (when we open at 10 am) or 2 pm (when we open at noon).  Please make sure to finish the first two book drops of the day (including exceptions) before this cutoff so all items returned before we open are properly back dated.
3. NO: Be sure to use the Smart Money workaround saved on the desktop of the 1st floor computers when doing the deposit to generate the correct merchandise report.

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

Staff Meeting Notes July-Dec 2010

Kendall Staff meeting
Wednesday, December 15, 2010
9:15-9:50 AM, Breakroom
 
Misc. Housekeeping:

• Breakroom: put dirty dishes in dishwasher (more sanitary, they won’t jump in there themselves, clean up after yourself).
• Breakroom: complete refrigerator cleanup Jan. 29—take anything you don’t want thrown away.
• Workroom/Service Desks: shared workspaces—respect others’ use, clean up after yourself.
• Customer Service: transferring calls—please announce before transferring (difficulty of communicating when everyone spread over building, important not to drop the ball. 
• Customer Service: help customers if you see them standing around or waiting when passing through lobby and on 2nd and 3rd floor when shelving—don’t just ignore them.  Balance helpfulness with schedule requirements but err on side of helpfulness.
• KL FOLLOW-UP: move phone by sorter computer back to delivery desk to provide phone back-up; get walkie-talkies for ref staff to use when out on floor.

 
Holiday Party

• Potluck lunch, Tuesday, Dec 21, 11:30-2:30
• Sign-up sheet in breakroom
• Gift giving?  (white elephant, electronic card, ??)

 
Staff changes

• Oak Forest staff: Planning & Facilities web page has OAK opening late Feb/early March.  OAK staff here through Jan possibly (?).
• Customer Service: one person at lobby desk: assess as staffing changes, identify key service points and staffing needs throughout day—how to continue to provide service with fewer staff (how not to drop the ball while running and tossing it over your shoulder).
• Megan leaving Jan. 4 (not announced).

 
Ran out of time for the following

• Sorting:  don’t put cataloged paperbacks in the uncataloged paperback bin, even if they’re paperbacks—if they’re cataloged, they go on the cart with the hardcover fiction.  Putting them in the paperback bin just delays shelving and adds extra handling to the process.
• Shelving: okay to wear earbuds and listen to music while shelving as long as:

• You can still hear when someone is talking to you
• You help customers if they have questions
• No music bleed over
• The music you’re listening to doesn’t make you fall asleep (but peppy music that makes you more energetic and shelve faster is okay).

 
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Kendall Staff Meeting
Wednesday, November 17
9:15-9:55 AM, Workroom 
 
1. Staff Changes:  Trista to LA @ ROB beginning 11/15/10
 
2.Online Sign-In & Out
 

• last name only okay (we all have different last names)--important to be consistent for sorting purposes
• very brief notes if signing in with correction and be sure to include original time
• once you sign-in, you're working.  Don't sign-in downstairs, then go upstairs for a cup of coffee.  Better yet, sign-in at your desk, then spend 5 minutes checking email and blog posts (etime)
• Official COH version will go live sometime next year--the time to get used to this is now!

 
3. Shelving

1. cart location--having assigned spaces for carts in sorting room is really helping to keep the process organized
2. assign areas? 

• pro: accountability--know who is responsible for each area
• pro: work on an area slow and steady every day is better for keeping up
• con: no back up if away (back-ups can be assigned)
• con: some areas larger or busier than others
• con: loose teamwork--don't feel responsible to helping others get caught up

3. return to sorter room:

• return carts to sorter room when finished with shift or cart
• otherwise label cart if you plan to return to it later to finish
• abandoned carts left on floor don't get finished and creates shortage of carts in sorter room

 
4. Circ Issues (usually separate Circ meeting on Wednesdays)

• Harris Country Items: Please log Harris Country items receives, and then check the item in using HCPL software. After logging and checking in item(s), please put the item in transit. DO NOT leave items stranded at the desk in various bins w/o labels
• Relieving co-workers at Service points: Please wait to be relieved from a service point Your co-worker may be assisting another staff member to customer and at times it may affect relief at service points.  If a co-worker is not there and you need to leave immediately please call ask a co-worker from sort or check-in to please step in and/or call a supervisor to arrange assistance.
• I.L.L spreadsheets: Please be aware that all staff can view the I.L.L spreadsheets from all service point Google accounts document folders.
• Commonly used P-Types
• Inside City Limit (Address has “Houston”): 
• 41 - for ADULT Residents
• 57 - for YOUTH Residents
• Outside City Limit (Address not in Houston  but still in Texas)
• 43 - ADULT NON-RESIDENT WAIVER
• 50 - YOUTH NON-RESIDENT WAIVer
• 
  

5.  Holiday Schedule: hand out draft of December monthly calendar--check dates to make sure your holiday requests are accurate.
 
6.  Other business: discussed incident at Montrose and what to do with child safety at Kendall
 
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Kendall Reference Staff Meeting
Tuesday, November 16
9:15-9:55 AM, Teen Area
 
Programs 

1. review Program Plans for January--due in Program Registration 2nd week of December (usually)
2. please continue to enter programs in Word doc in branch folder on G: Drive--used as the source for all other program info--Program Registration, Google program calendar on blog and service desks, room reservation spreadsheet, flyers, daily schedule, etc.  When Print Shop cannot retrieve our programs from Program Regisration, I send Word doc instead (so it needs to be up-to-date), also used
3. consider what we may need/want to cut back with less staff available next year; what are our foundation/essential programs and what are discretionary programs we may need to table for a while?

 
Procedures

1. suggested delegate scheduling or designate back-ups; also could rotate daily schedule so everyone gets experience
2. carts on floor--what to do?  (see discussion above)
3. also floors messy at end of day--need for defined opening & closing procedures and assignments, including pick-up
4. problem with circulation passing along problems to 2nd floor which could be handled ont 1st floor--what are some examples?
5. holds shelf on 1st floor confusing when customer has to look in multiple places for hold--need to shelve holds received in delivery and checked-in throughout day rather than holding until end of day (or next day). 

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Kendall Staff meeting
Wednesday, October 20, 9:15-9:50 AM
 

1. Update from Manager’s Meeting 10-14-10 (KL)

·        Workers Comp and Finishing 1st w Safety

·        LMS—floating collection and upcoming orders

·        Availability of Booksale funds

·        Library info sheets and KEN status

Other: drainage improvements underway in parking lot, grass planted, other plantings need to be fixed.

2. Online sign-in/sign-out (EC)

·        available on personal desktops, circulation, reference and workroom computers.

·        Important to begin using prior to timesheets going online

·        also paperless office and info needed for timesheets

3. Holiday comp time (EC)

·        If your day off falls on a holiday day, you have a holiday comp day good for 90 days, scheduled depending on availability.

·        Not everyone will be able to take off the day before Thanksgiving or Dec. 23, but can pick another day that week or save to use later (within 90 days)

4. Work Progress reports and self-assessment (see attached) (KL)

·        KL working on WPRs

·        Please complete self-assessment to help identify training/skills you want to develop

·        COH mandatory and optional competencies included FYI (so you know what we are looking for)

·        WPRs not scored but meant to be a mid-year update, identify areas where you are doing well and areas you want to work on.

5. Holiday Leave requests (KL)

·        Approved requests already received

·        Drafts of Nov and Dec calendars available in Google docs

·        Additional requests will be filled depending on staffing needs and availability

6. Other issues for future consideration

·        Sorter fixes underway; problems being studied by Fred and Syma; we need to document problem items (not sorted correctly, not checked in) for them

·        Birthdays—anyone interested in planning/organizing staff birthday events (Janet is but off during meeting)

 
 
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Kendall Reference Staff Meeting
Tuesday, July 27, 2010
9:15-9:50
 

1. Welcome Martha

2. Review September program plans

1. Adult
2. Teen
3. Kids

3. Desk Coverage

4. Volunteer Recognition

 
1In-Charge During KL Vac:
7/29:  Erin (2nd/3rd floors), Sarah (1st floor)
7/30: Erin (2nd/3rd floors), Sarah (1st floor)
7/31: Erin (2nd/3rd floors), Sarah (1st floor)
8/2: Erin (1st floor, building & equipment), Martha (2nd floor), Megan (3rd floor)
8/3: Martha (1st floor, building & equipment), Megan (2nd & 3rd floor)
8/4: Sarah (1st floor, equipment), Martha (2nd floor and building), Megan (3rd Floor)
  
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Kendall Staff Meeting
Tuesday, July 13
10:15-10:50 AM, Teen Gaming Area, 3rd floor
 
Agenda
 
1. Welcome new staff

• Martha Ross, L II, from Park Place
• Oak Forest circulation staff members: Nancy Vandeventer, Sr LA; Runda Giles, LA; Lynn Nelson, LA/PT; Trista Larson, LA/PT
• Summer Youth Interns Katy and Jakeshia

 
2. Updates from July Manager's Meeting

• Door Count July 19-25
• FY10 Annual Report due Aug 1
• Finishing First with Safety Challenge: 1) Reduce Injuries; 2) Timely Incident Reporting; 3) Caught Being Safe
• Payroll Consolidation
• Customer Comment Forms

• sent to NL Team Leader (our is Mike Van Campen)
• scan branch copy
• must include staff name received by, location, resolution and if response requested

• Online Schedules: provide NL team leaders access to daily schedules
• Off-desk activities: track off- (and sometimes on-) desk activities to document for ELT; to make visible many duties that need to be done in order for the branch to function.

 
3. Workroom layout plan
 
4. 206 forms

1. leave in basket on Time & Attendance desk
2. Erin checks at beginning of week, gives them to Karen to sign
3. Erin returns copy of approved 206 for your files.
4. Turn in vacation requests for August and Labor Day weekend now!

 
5. Schedule Preferences: update your preferences with form (in Karen's box)