August 2015 Staff Meeting Notes

Meetings Notes

Kashmere/Lakewood NL Grouping

August 14, 2015

In attendance:

Melissa Ryans (Manager)

Jose Santoyo (Assistant Manager)

Juan Lopez (Senior Customer Service Clerk)

Twanna Wade (Senior Customer Service Clerk)

Linda Adams (Customer Service Clerk)

Ann Perry (Customer Service Clerk)

Karl Beck (Library Assistant)

Dee Hunter (Library Assistant)

Joseph Asberry (Customer Service Clerk, Part-time)

Cristal Nino (Customer Service Clerk, Part-time)

Ana Santana (Customer Service Clerk, Part-time)

Not in attendance:

Dionne McLaughlin (Senior Library Service Specialist)

Topics of Interest:

• Managers Meeting Updates
• Staff Discussion
• Open Discussion

First Topic: Managers Meeting Updates

• HPL has new Youth Services Coordinators: Rebecca Denham (Young Adult) and Sara Pope (Children). They will be supporting Youth Services Advocate Kallie Benes.
• Telecheck Receipts: Financial Services has asked us to send all receipts that come out of the Telecheck Machine to Financial Services. (These are the receipts that come out the following morning listing credit/debit card and check transactions.) These receipts should be sent down even if no transactions took place in Telecheck.
• Staff should make a copy of receipts that come out of the printer. Place the copy in the deposit binder and attach to the previous day’s deposit.
• Staff should place the original copy in the previous day’s deposit bag.
• The person scheduled to do deposit in the morning is responsible for making the copy, placing the copy in the binder, and placing the original in the deposit bag (or outgoing deposit envelope).
• Years of Service: Karl Beck has been with the library for 15 years. All his contributions are greatly appreciated.
• Outreaches: All locations will be receiving an outreach kit to support the library’s goal of quality outreaches.
• Kit is a rolling luggage that will include a table cloth with HPL’s logo and giveaways to promote HPL.
• Kill will contain informational flyers for programs and events, as well as library card applications.
• Giveaway supplies are limited so use them wisely – do not give them all away on one outreach.
• Giveaway and informational supplies can be reordered to restock kit.
• We want to focus on building relationships with the people we interact with on outreaches.
• One big focus is to make sure the public knows that all library services and items are completely free.
• Here is a link to a document regarding the Outreach Toolkit. This link is available on the Intranet, and staff is advised to review this flyer and be aware of what is expected of staff on outreaches.
• Focus this year is on QUALITY of outreaches not QUANTITY.

Second Topic: Staff Discussion

• Shared Contact Information: Staff was thanked for agreeing to share contact information with one another so that they can be reached by all team members in case of emergencies. Information was emailed to all staff by J. Santoyo.
• HEAR Plans: Everyone should have a current HEAR plan assigned to them.
• Staff will be scheduled some time each week to work on assigned skills tests (which are a component of some HEAR plans). You are encouraged to collaborate with teammates and supervisors.
• Staff need to document shelf reading on the shelf reading log to reflect the work being done.
• Staff should document any trainings, programs, etc. that are being attended and/or taken on the logs.
• Management will be pulling information from those logs for HEAR and WPR purposes. It is on you to ensure that you are documenting your work so that HEARs and WPRs will accurately reflect the work you are doing.
• All forms can be found on the HEAR Resources section of the group blog.
• Laptops and IDs: In order to minimize giving out the wrong ID/DL to customers, we have implemented a new process. S
• Staff are to read aloud the name on the ID/DL to the customer before giving it to them.
• Staff can for example say, "Here is your ID/DL Mr./Mrs..." or "Are you Mr./Mrs..."
• Staff can ask customer to look at their ID/DL before concluding the transaction to make sure ID/DL belongs to the right customer.
• Another method suggested in eliminating ID/DL confusion is to number all laptops and the laptop cart slots with matching numbers and to place laptop check out form (and ID/DL) in the slot of the laptop given to customer.
• Holds Receipts/Hold Printers: A few reminders about the holds printer and delivery:
• Do not print wrappers for items that come through delivery with the new holds label affixed. These items are ready to be placed on the hold shelf. When the box pops up to print a holds wrapper shit, please hit CANCEL.
• Process all items received through delivery through RECEIVE TRANSIT. For holds that go on our shelf, discharge process those items through DISCHARGE so that the new holds label will print via the new holds label printer.
• Take the hold label off when checking out the item to a customer. The holds label is just like the old holds wrapper: we removed the wrappers upon customers checking out the item, and we remove the new holds label upon customer checking out an item.
• If a customer brings back an item that has a holds label on it, remove it PRIOR to placing on the shelving cart or shelving the item.
• All items that come through delivery as “FLOAT” (usually possesses a yellow label) need to be checked in.
• All locations are able to float up to 3 bins each week. Do not leave books on book cart because shelves are tight. Let a supervisor know about the issue.
• The holds printers will be located in the workroom at both locations.
• A bin will be placed at the CSD to collect outgoing holds that need to be processed. Outgoing holds will be processed the following day as part of opening procedures. More information will be forthcoming about this change in workflow procedures.
• Desk Behavior: When assisting a customer, place give them your undivided attention. If you need assistance due to the number of customers present and/or needing assistance, please call the workroom to receive assistance.
• Computer Card Passwords: Please do not use the last four digits of the computer or library card number as passwords for customers trying to reserve a computer. This is creating issues with customers (particularly children) activating reserved sessions for waiting customers.
• Recommend that the customer use a familiar password (e.g., email) or use their birthdate, name, etc. as a password.
• Library Card Policy: All customers, including children, must have an ID or library card to check out items as they are responsible for any fines or fees accrued on the account.
• If you allow a child to check out items without a library card or ID (from either the child or parent), you are changing liability from the parent to yourself.
• Do not check out items by opening customer account from display user tab in Sirsi without first having the customer present a library card or ID. Anyone can return books.
• A parent has to be present when presenting ID for a child to check out, and the parent ID has to match the name on the child’s account.
• Blinds and Lights: Branches have been asked to close blinds during the day. This will now be a part of opening procedures. At closing, blinds will be re-opened for security reasons. Remember: lights are to be turned off at closing, and lights should be turned off in areas not in use.

Third Topic: Open Discussion

• Make sure customers trying to get a library card have a valid ID/DL and that they don’t already have an existing account. If DOB and ID/DL number match the application information then they are the same person.
• For youth, a good practice is to ask for guardian name to verify identity. (Can usually be found in the Extended Info field/tab.)
• If a customer provides an application with an address that does not match the one on the ID/DL but they fill out another application with the address on the ID/DL, they still need to provide something to verify the address on the first application because more than likely the information on the first application is the correct address.
• Unattended children: Children six years old and under must be attended and supervised by someone at least fourteen years old or they will be considered unattended and/or unsupervised. If a young child is with an older brother/sister, then the older brother/sister is the one attending them. Take the young child to the older brother/sister if they are being disruptive.
• If a parent is in the building, take the kids that are acting up to the parent and explain to the parent why their child’s behavior is not acceptable and ask them to monitor the child and his or her behavior.
• To minimize issues when checking in items, give return receipts to customers and watch screen as items are being discharged because sometimes a message will pop up.
• Watch the screen to ensure system is removing items from customers’ accounts (this includes when doing bookdrop).
• Handguns in Texas Libraries: Effective January 1, 2016, individuals licensed to carry a concealed handgun may now carry it openly in most locations, including public libraries.
• Anyone wanting to openly carry a handgun is required to be licensed.
• Gun must be holstered at all times.
• Law does not apply to library employees, so staff are not allowed to bring handguns into the workplace or into their employer-owned vehicles used for work.
• Law does allow a licensed person to carry to have a handgun stored in a locked personal vehicle in the employer’s parking lot.
• When this law goes into effect, staff will not be allowed to ask customers if they have a permit for their firearms.
• It is currently – and will remain – illegal to brandish a firearm or remove from holster without merit.
• Staff can ask customer to holster weapon, but J. Santoyo and M. Ryans asked for staff to alert them to the situation.
• Police can be called is customer refuses to holster weapon.
• Tasers and pepper spray are considered weapons and are not permitted on COH property (including libraries).
• Links to relevant (current) COH policies:
• Executive Order 1-37 Security on City Premises
• Administrative Procedure 3-21: Violence in the Workplace