Meetin Notes 3/14/2012

11:15 – 11:50 AM, Break Room

Agenda

1.    Thuy has a new assignment as Technology Trainer, working with Suzy Benton and her system-wide training team which includes Suzanne Rickles. Check out her presentation on ebooks and ereaders to the Executive Leadership team on the Intranet Public Services page.

• The presentation gives a general overview of using eBooks with a the wide range of devices that are available.

2.    April programs due in Program Registration today. 

• Make sure all of your programs are in the G-drive for Karen and in Program Registration for them to be advertised in the DVD that Jason Stephens puts together for our TV screens.

3.    Opening and Closing Procedures (Karen)

• Please make sure to go by the schedule when opening and closing but also fill in for one another when it is needed. -When closing please make sure to pick up, turn off monitors, put the chairs in their proper place, make sure everything is put up, etc.
• Karen did not get to speak much on this subject but will do so on the next meeting.

4.    Reminder to check CD’s and DVD’s when checking out and checking in.

• Please make it a habit to check all DVD’s and CD’s when they are being handled.

5.    Please double check items being shelved on hold shelves are in correct order.

• Remember to check if it is a Drive-up hold or Circulation Desk hold and mark “Drive-up” or put a slip to distinguish the difference.

6.    Karts or items left unattended without a note.

• Please try not to leave items or karts with items in the general area (be it in the workroom or reference desks) without leaving a note as to what is needed to be done with them for the next person to take over or simply putting your name on them so that others know that they are being worked on.

7.    Filling Out Incident Reports and Using Trespass Affidavits (Pedro)

• The following link (Neighborhood Libraries Blog: Incident Reports Reminders) was the hand-out that was passed out and it contains a few reminders about incident reports.
• The person that witnesses the incident should be the one to write and submit the incident report. If help is needed feel free to ask Karen, Pedro or any other staff member that is comfortable doing them.
• Please be as specific as possible when typing up what happened. Exact phrases that were used during the incident are highly encouraged.
• The form also contains how to save and where to send the report.
• There is also a section that speaks about trespass warnings and suspension notices. Trespass Warnings and Suspension Notices are also found on the Intranet under Forms and Facilities. If patron refuses to sign the form there is a section that lets you put that in.

• 8.    Discussion:
• Lin Swalley will come out to do a training on weeding & floating on an date TBD. This will count as training hours.
• Please make sure applications are filled out completely and correctly, including putting the expiration date with the last day of the month and 3 years ahead. If it is for a minor that will be turning 18 before the 3 year period is up then set the date to the minors 18^th birthday.

Meeting Notes 2/29/2012

11:15 – 11:50 AM, Break Room

Agenda

1. Celebrating Leap Day and the new building’s 2nd anniversary (with cake and ice cream)
2. New Staff:  Pedro Fonseca, LA Supervisor, begins March 3; Bradford Dobos, FT CSC, begins March 5
3. Please park in last section along fence until drain in back parking lot is fixed.
4. Turn in leave requests for Spring Break (March 10-18) asap so substitutes can be requested.
5. Handout: COH Electronic Timekeeping Policy eff 3/21/11; copy of info received last fall; review city’s standard policy for using Kronos, esp.
1. 7.2 Work Time and “riding the clock”: once an employee has punched in, he/sje is responsible for starting work.
2. 7.3 Compensatory time and Time Collection Problems: send email with specific time and problem that prevented punching in
3. 7.6 Overtime: any overtime work must be approved by an employee’s supervisor in advance.
6. Shelving: We are professional shelvers, having logging numerous hours shelving over the year(s), expected to provide consistent, accurate shelving.  Mis-shelved items create lots of extra work and hurt staff credibility in the following ways:
1. Customer Service: customers disappointed when item can’t be found, staff uses time helping customers locate items that are mis-placed; missing items go to On Search list, more staff time spent looking for them
2. On Search List: list increased by mis-shelved items, less time to search for other missing items
3. Paging: customers waiting for items which can’t be found; staff spending time looking for items in the wrong place; branch’s holds filled count reduced.
4. Shelving: staff shelving have to spend time re-shelving mis-shelved items, less time to shelve newly-returned materials
5. Claims Returned: when claims returned items mis-shelved, customers billed for items they had returned , leading to customer frustration, lack of trust and possible credit report.
7. Discussion:
1. Problems w customer’s checking out items FOS with holds for other customers: check it anyway and replace item-level hold with copy-first returned hold for original customer.  Thuy--follow-up with Tech Logic?
2. Lost cards: block card in customer’s account, add note with date, “lost card fnd at KEN and destroyed; fill out appl and verify address for replacement” (regular library card) or “lost card fnd at KEN and destroyed; $1 for replacement card” (computer use cards);  cards are not stored at the desk or in the blue file box in the lobby; please immediately block all lost cards so they cannot picked up and used by anothe customer.  See Kendall blog post, 7/8/11: About notes: lost card notes, that is.

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