9/29/14 Staff Meeting Notes

Meetings Notes

Kashmere/Lakewood NL Grouping

September 29, 2014

In attendance:

Pedro Fonseca (Manager)

Melissa Ryans (Assistant Manager)

Dionne McLaughlin (Senior Library Service Specialist)

Juan Lopez (Senior Customer Service Clerk)

Twanna Wade (Senior Customer Service Clerk)

Dee Hunter (Library Assistant)

Karl Beck (Library Assistant)
Tandi Pierson (Library Assistant)

Jennita Thomas (Customer Service Clerk, Part-time)

Cristal Nino (Customer Service Clerk, Part-time)
Theodora Muokebe (NL Team Leader)

Not in attendance:

Marissa Baltrip (Customer Service Clerk)

Latoya Chase (Customer Service Clerk, Part-time)

Topics of Interest:

·         Flip Kits

·         CSD Talk

·         Combined Municipal Campaign (CMC)

·         Kronos and Timecards

·         Managers’ Meetings Information

·         Open Discussion

First Topic: Flip Kits

·         D. McLaughlin and T. Wade attended the juvenile meeting this month, and important information regarding the flip kits was shared:

o   Kallie Benes states that if a customer returns a flip kit and it has a hold on it, staff should send the flip kit back to CMH regardless. Some branches are reporting receiving flip kits that are not replenished. To do this, staff should place the hold receipt on the flip kit tag (on the side opposite the barcode) and place another piece of paper over the receipt and note that it is to go to CMH. Staff should highlight the holding location on the in-transit receipt. Staff at CMH will replenish the kit then send it to the holding location for the customer to pick it up.

o   This cannot be stated enough: do NOT cover the barcode on the flip kit tags. Always place receipts on the other side.

o   The Flip Kit program now has a website: http://www.flipkits.org. Customers can place flip kits on hold through this website. A link to the item’s page in HPL’s catalog is provided for the flip kits. Holds are placed through HPL’s catalog.

o   HISD also has a flip kit program, but the bags are blue. If a blue flip kit is returned to the branch, please send it to CMH, attention Kallie Benes. She will route it to the correct school.

o   The program also has business cards promoting the website and program. These cards should be placed on the flip kit display. Business cards will also be placed in the kits themselves. Staff is to replenish these business cards for storage on the display the same way we replenish surveys and the CMH tickets. Contact Kallie Benes.

o   Kallie also stated that while customers are more than welcomed to use the kits inside the library, the kits must be checked out first. This is because the only way they track usage is through circulation numbers.

o   Regarding tickets: Kallie asks that staff specify the amount of tickets needed when requesting additional ones. Staff tracks the number of tickets sent out and the number of them redeemed. If the branch is giving out only two tickets a month but is requesting 18, then 16 tickets that are being wasted. So be mindful when requesting additional tickets. There is no limit to the number of times you can request additional tickets.

o   Surveys must be completely filled out in order to get a ticket. No answer on the application should be "Not Applicable."

·         P. Fonseca asked to staff to use the Orphan and County Items Form for blue flip kits turned in by customers. This will aid staff in tracking these items if a customer returns for the kit.

Second Topic: CSD Discussion

·         P. Fonseca stated that checking in bookdrop after branches open is going well.

·         Regarding customers wanting to fill out a new application to write down the address on the identification card (after writing down a different address): staff should ask for address verification for the address written on the application. Staff should not have customer rewrite a different address on a new application.

·         Customers can pull up electronic bills/insurance cards on the computers and/or their handheld devices and present to staff for address verification

·         ILL envelopes are to be kept and reused to send items back to ILL. Please do not throw them away.

·         Staff should always verify that items are being checked in.

·         The one on one meeting between individual staff and manager begin this week. Staff should begin reviewing the questions that were sent via email on September 13^th.

Third Topic: Combined Municipal Campaign (CMC)

·         T. Wade is the CMC Coordinator for the group.

·         Staff can donate individually through the ESS portal or the group can host a fundraiser. Fundraisers can be added to the website so that outside groups in the city can view it. Fundraisers can be for the public.

·         Food can be sold to both staff and the public for CMC, but if the food is prepared by staff at home, then a sign must be posted stating that the food was not prepared in a kitchen.

·         The goal for HPL is 48,000. Staff can donate money or volunteer hours. Volunteer hours must be accumulated on staff’s own time.

·         D. McLaughlin suggested that the group sell water bottles for $0.50. T. Wade suggested that the group could sell baskets and hold a raffle by selling tickets.

·         T. Wade stated that staff cannot do a 50/50 raffle (sell tickets to pool money; winner gets 50% of the pot, the other 50% goes to a charity) with cash. Instead of cash, the staff would have to get a gift card of some type. The gift card cannot be a Visa gift card.

·         Staff can sell items (include food) inside the building during CMC.

·         Staff asked about the public eating the food sold during CMC in the library. P. Fonseca stated that certain areas of the library could be designated as an area in which customers could eat the food purchased for CMC.

Fourth Topic: Kronos and Timecards

·         Staff should log in to Kronos and review his or her in and out punches. Staff should be logging into Kronos all the way to check timecards periodically throughout the week.

·         If staff sees a red box or something incorrect that needs to be changed or approved, he or she must send P. Fonseca and M. Ryans an email about it.

·         Emails regarding any changes that need to be made to timecards must contain 1) a reason for the incorrect punch and 2) how the individual plans on making up the time or, for applicable staff, if the individual wants to use some type of accrual (e.g., SICK, COMP, VAC, etc.).

·         Staff must provide a time in the email for any punches absent on their timecard.

·         List of reasons for the punches can be found on the Staff Meeting page of the group blog in the October 2013 meeting notes.

·         Staff does not need to go into details regarding the reason for the tardiness, but the reason has to be selected from the list.

Fifth Topic: Managers’ Meeting Information

·         A new website for HPL will launch October 24^th. Staff will be given a preview on Oct. 15^th. Feedback from all staff is encouraged.

·         Staff should contact NL Administration (ext. 32707) if any issues arise and a supervisor is not available. T. Muokebe also provided staff with her city cell number (832-577-7234) in case any personal issues arise and they would like to speak with her directly. This number will be added to the group blog.

·         Staff should refer to the NL Blog for information and resources. It is quite comprehensive and utilized by various departments within HPL.

·         For any issues related to security and emergencies, please let P. Fonseca know. If supervisor is not present, email Karrington Burnett. CC P. Fonseca, John Middleton, and Theodora Muokebe on the email. They will forward it to Josh Norris in GSD Security.

Sixth Topic: Open Discussion

·         P. Fonseca congratulated staff for the nice displays they created in September.

·         P. Fonseca handed out bags and flash drives provided by NL Administration.

·         K. Beck asked about the one-day suspension for smoking in the library. P. Fonseca stated that this is what the policy states. T. Muokebe stated she would look into it, especially in light of the new COH non-smoking policy.

·         T. Wade stated that those branches with 100% participation for CMC will receive a pizza party.

·         Staff that donate 1%  or 2% of their check will be recognized.