January 2015 Staff Meeting

Meetings Notes

Kashmere/Lakewood NL Grouping

January 26, 2015

In attendance:

Melissa Ryans (Manager)

Jose Santoyo (Assistant Manager)

Dionne McLaughlin (Senior Library Service Specialist)

Juan Lopez (Senior Customer Service Clerk)

Twanna Wade (Senior Customer Service Clerk)

Latoya Chase (Customer Service Clerk)

Ann Perry (Customer Service Clerk)

Karl Beck (Library Assistant)

Dee Hunter (Library Assistant)

Jennita Thomas (Customer Service Clerk, Part-time)

Not in attendance:

Cristal Nino (Customer Service Clerk, Part-time)

Topics of Interest:

•  Introduction of New Staff
• Staff/CSD Discussion
• Notes from Manager Boot Camp
• Sirsi Training
• Open Discussion

First Discussion: Introduction of New Staff

• Introduced Jose Santoyo, Librarian II, and the new assistant manager for the Kashmere/Lakewood grouping

Second Topic: Staff/CSD Discussion

• Recording Statistics: Everyone was reminded to continue recording all statistics (questions, holds, programs, meetings, outreaches) as it justifies our budget and staffing levels. We all need to be more vigilant about recording them. 
• Delivery and Hold Slips: Delivery will be assigned on the scheduled and will be conducted in the workroom, not at the CSD. It will be scheduled no later than 2:00PM and will be processed on the computer that generates the hold slips to wrap holds. Everyone should be printing the hold slips now that IT has instituted the practice through Sirsi. If anyone needs training, please let me or Jose know so that we can train you.
• Flip Kits: Staff should make it a standard practice to check in and out flip kits by scanning the books inside of them. This will ensure that 1) the book is inside the kit when it is checked out and when it is checked back in and 2) that no other HPL materials are in the bag. Staff continues to find erroneous materials in the kits, so we need to open the bags upon check in/check out to make sure that all items match and the right contents are in there.
• Reading Emails and Group Blog: Emails should be read twice a day, the blog at least once a day. It is not possible to communicate everything to each staff person, and that is the surest way to have a breakdown in communication. It is the responsibility of the staff to read their email and check the group blog for information posted.
• Breaks: Breaks should be taken when staff are off the desk, but if you must take one when you are scheduled at the CSD, please inform your supervisor or another staff member so that they may relieve you. Use your judgment and prioritize your time wisely when taking breaks. Remember that staff receives one 15 minute break for every four hours of work. Be mindful of CSD coverage and staffing levels.
• Deposit Procedures: Deposit Procedures, per the policy of Financial Services, are on the blog. There needs to be two envelopes sent for deposit if there are book sale and fine monies. If no monies are collected, we still need to submit the reports to Financial Services. (Link to document on blog.)
• Opening and Closing Procedures: Please refer to the handout for guidelines regarding what to do when opening and closing the branch. These instructions were taken from CE Administration during the Manager Boot Camp.
• Schedules: The daily schedule is now being done by Jose, so please copy him regarding vacation time and other events (trainings, meetings, outreaches, etc.) which need to be entered into the schedule.
• Vendor Log: Make sure that all vendors and contractors sign in and out when they are in the building. This includes Coin Copiers, GSD Security, etc. Don’t be afraid to approach vendors and contractors and have them sign the log. If something happens (e.g., equipment comes up missing), CE Administration is going to ask questions, and if there was an outside visitor on the premises at the time of the incident, they will want to know. So be vigilant and consistent in having anyone outside of library staff sign the log.
• Checking Sirsi for Holds: If the hold list or clear hold shelf lists aren’t posted on the Intranet in the morning, that does not mean there are no holds. That means that circulation has not ran the report. Everyone should check Sirsi (using the Onshelf Items function under Holds) to see if there are any holds that need to be pulled. Check the hold shelf to see if there are any expired holds. Do not assume that because there are no lists on the Intranet that there are no holds to process. Also, please make sure that items not found during paging are marked as MISSING in Sirsi so that they do keep appearing on our lists.
• Floating/Collection HQ: Floating as we know it has ceased. All branches are to cease floating items to various branches. Managers will be using HQ to shop for materials or send surpluses to understocked locations. Only float hubs will be allowed to send materials to other locations.
• Application Processing: Application reviewers will have 3-4 sessions with each individual who has errors in their applications in order to coach/train them on how to fix errors in their applications. Issues that arise with processors must be brought up to supervisors. During this process, it is expected that staff be courteous and polite with each other.
• Monthly Training – All staff have taken January’s scheduled training. I will be submitting February’s sometime next week.
• Customer Service Desk: Customer Service is our first priority, so be mindful of being at the desk when you are scheduled to be there.
• Meeting Room Applications: Applications need to be completed in FULL by customers before staff accepts them. Contact information and date and time of meeting are a must. Applications can be accepted by fax or email as long as customers submit their request promptly so that their point of contact can efficiently complete the reservation. Staff need to communicate with each other about special circumstances so that everyone knows what is going on.
• Bookdrop: Be vigilant about backdating items returned through bookdrop in order to avoid issues. Sirsi should be backdated to the last day the library was open. Staff should immediately waive fines for books not backdated. Note the account when this happens.

Third Topic: Notes from Manager Boot Camp

• Broken or Damaged Furniture: Report any broken furniture, fixtures, or equipment to me or Jose. GSD no longer repairs furniture, so we need to contact Jason Stephens or Karrington Burnett in SPACES because the items might still be under warranty and can be replaced or repaired at little or no charge. GSD does not have its own repair shop any longer.
• Dress Code: According to COH policy, management can meet with staff in regards to dress code. Staff is expected to dress and groom themselves according to the requirements of the position. Safety issues should also be kept in mind.
• Staff meetings are mandatory and the days they are held will rotate so that the same people do not have to come in on their off days all the time.

Third Topic: Sirsi Training

• T. Wade discussed the new process for issuing a replacement card for lost cards. 
• Distributed handouts regarding the process. (Links: Issuing a Replacement Card Slides and Issuing a Replacement Card Instructions)
• M. Ryans reiterated that going forward, all staff should use the new process for replacing cards
• Do not use BARRED status.
• If a patron pays their fines in full, then the card can be replaced and renewed for 3 full years. If fines are not paid in full then the card can only be replaced with the current expiration date. If a card is expired with fines do not issue a new card/renew card because customer will have to pay fines in full before privileges can be reinstated.

Fourth Topic: Open Discussion

•  HPL’s policies take precedence over COH policies.
• D. Hunter discussed patrons at temporary addresses (e.g., “Volunteers of America”) and reiterated that they can only get temporary library cards which expire in 30 days and can only check out 3 items at t time. The “Profile Name” field on Sirsi will give the temporary status and set lending limits to 3 items automatically when “HOU-TMPRES” is selected. (Link to policy.)
• Ask patrons “Is this your permanent address?” when attempting to verify addresses. Do not argue with them if you think that they are not being truthful. Accept what is presented. If the address they wrote on the application does not match what is on the ID/Bill, ask for another proof of address.
• Reminded staff that proof of address must be recent, at least 30 days or less. Verification can be a utility bill, insurance card/letter, most current lease (cannot be expired), consular card (with additional proof of address), government letter, and other government issued IDs.
• When doing a courtesy for a patron, we must inform them that this is not standard practice so that they do not expect the same service from other staff. Explain that what you are doing is a one-time courtesy.
• It is okay to print up to 4 pages at the CSD as a courtesy to customers.
• Regarding processing/item lost fees: Patrons do not get back processing fees or collection fees unless the item was FOS. In that scenario, a full refund is given. 
• D. Hunter brought up de-magnetizing the books so that the 3M gates do not constantly beep when patrons exit the building.