May 2014 Staff Meeting Notes

Meetings Notes

Kashmere/Lakewood NL Grouping

May 19, 2014

In attendance:

Pedro Fonseca (Manager)

Melissa Ryans (Assistant Manager)

Juan Lopez (Senior Customer Service Clerk)

Twanna Wade (Senior Customer Service Clerk)

Marissa Baltrip (Customer Service Clerk)

Karl Beck (Library Assistant)

Dee Hunter (Library Assistant)

Tandi Pierson (Library Assistant)
Latoya Chase (Customer Service Clerk, Part-time)

Jennita Thomas (Customer Service Clerk, Part-time)

Cristal Nino (Customer Service Clerk, Part-time)

Not in attendance:

Dionne McLaughlin (Senior Library Service Specialist)

Topics of Interest:

• Employee expectations
• Summer food program
• Unattended child policy
• Incident reports
• Greeting/Roving
• Open discussion

First Topic: Employee Expections

P. Fonseca distributed copies of Team Leader Shammi Gill’s email regarding internal and external customer service. The main points covered are:

• Staff should treat everyone courteously and respectfully.
• Staff should be productive.
• Staff should have a considerate and cooperative attitude.
• Staff should report to work when scheduled and follow directions.
• Staff is responsible for familiarizing themselves with city and departmental policies.

Second Topic: Summer Food Program

• P. Fonseca distributed informational handout.
• M. Baltrip and P. Fonseca are site supervisors for the program, but they may use other staff or volunteers to assist with certain duties and tasks. D. Hunter and L. Chase volunteered to assist.
• Program offers food to everyone up to age 18. Anyone 19 years or older must be mentally or physically disabled and enrolled in school. They must show proof of enrollment.
• Meals must be ordered the day before between the hours of 10AM-3PM by calling 832-395-6501
• P. Fonseca and M. Baltrip will maintain a binder with all the paperwork by the printer in the workroom.
• Lunches at Kashmere NL will be delivered anytime between 8AM-11PM. M. Ryans will be scheduled at Kashmere NL on Thursdays to receive delivery.
• Lunches and snacks have to be counted to verify the numbers match the delivery receipt before the delivery is signed off. One case should have 24 lunches, but to be sure, staff should count out individual lunches if he or she is receiving the delivery.
• Anyone receiving the lunches and snacks should sign off on the “Monitor (CRS) Daily Activity Report” and the “Delivery Receipt.” Lunches and snacks are packaged separately. Snacks will include something like juice and/or cookies.
• Lunches must be served between 11AM-1PM. Kashmere NL will serve its lunches from 12PM-1PM and snacks from 3PM-4PM. If delivery is late the branch can serve lunch after the 1PM deadline. The serving of lunches must stop at 1:00PM.
• During the summer food program, programs will take place in the children’s area.
• Staff serving lunches and snacks must use the “Daily Meal Count Form.” The sheet must be marked each time a lunch or snack is handed out. Staff cannot serve part of a lunch or snack.
• Staff can provide seconds if at least 50 lunches or snacks are given our, but since the branch has ordered 25, giving out seconds is not something that will be done.
• A table can be set up on which kids can place any uneaten food. From this table, kids will be allowed to grab whatever and as much as they want from it. Incomplete lunches should not be served unless the food is spoiled/rotten.
• The temperature of the milk should always be at 41 degrees or less. This should be stored in a cooler.
• Staff should check lunches for spoiled food. Spoiled lunches should be placed aside so that they can be reported.
• Kids must eat the food on-site, sitting down and monitored by staff.
• Fruit and vegetables may be taken out of the building by the kids. Everything else that was not eaten from a lunch that was given out must be thrown away daily.
• Leftovers should be promptly refrigerated. The branch may keep lunches that have not been served for two days. Lunches not given out on one day should be marked so that they may be the first batch to be given out the following day.
• MB is creating a binder for this program that will contain all necessary documents. It will be housed near the print station in the staff workroom.

Third Topic: Unattended Child Policy

• Unattended children that are under the age of 14 are allowed to be in the building but not for extended periods of time. Use your best judgment.
• Kashmere and Lakewood NL are considered an After School Zone due to the kids and schools around the libraries and they are welcome to attend.
• If a child is being disruptive please bring it to his or her attention. If he or she continues, try to contact a parent if they child is less than 14 years old. Kids 15 and over may be asked to leave.
• On the day that the branch closes at 8pm and a child is in the building, try to get in contact with the parent and explain to them our policy. It is for the safety of the child.
• P. Fonseca showed staff the link to the unattended child packet on the blog and went over its contents.

Fourth Topic: Incident Reports

• Incident report link has been placed on blog.
• P. Fonseca showed staff where the instructions for filling out incident report are and walked staff through filling out and submitting incident report.
• Staff should fill out all fields in incident report. Include private line for branch in report, mark "N/A" for fields in which information cannot be provided.

Fifth Topic: Greeting and Roving

·         It was decided at the last managers’ meeting that greeting is a service to better service customers since HPL is in a customer service driven industry. We want customers to know we are glad that they are here and staff is willing to help.

·         Staff should engage all customers in a friendly, polite and welcoming way when greeting and roving. Greeting is an active pursuit, not a passive one. Welcome them in and ask if they would like assistance with anything.

Sixth Topic: Open Discussion

• Employee suggestion: staff should be assigned a specific terminal (label terminals 01 and 02) when scheduled for the CSD. Staff vetoed the idea. P. Fonseca stated that most of the time, one person is assigned to CSD, and the assumption is that the staff member will be at the terminal with SmartMoney on it.
• Reminder that staff should be checking out any and all holds on their accounts.
• DVDs removed from the cases and placed into sleeves should be filed in their appropriate location.
• Staff should cease placing the brown paper towels in the staff toilet since this will cause plumbing issues. Brown paper towels should be disposed of in trash can.
• Discussion: when staff is scheduled to shelve and there are no books, what should staff do? Suggestions included shelf read, find another job duty and notify supervisors so that duty can be added to schedule, notify supervisors that another assignment is needed. Staff could also work on filing and shelving DVDs and CDs.
• Staff should be shelf reading all areas of the library. The shelf reading log shows that staff is only shelf reading the ADU areas. If this continues, staff will be assigned shelving/shelf reading areas.