March 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood NL Grouping

March 4, 2016

In attendance:

Jose Santoyo (Assistant Manager)

Dionne McLaughlin (Senior Library Service Specialist)

Juan Lopez (Senior Customer Service Clerk)

Ann Perry (Customer Service Clerk)

Karl Beck (Library Assistant)

Dee Hunter (Library Assistant)

Joseph Asberry (Customer Service Clerk, Part-time)

Alena Lee (Customer Service Clerk, Part-time)

Ana Santana (Customer Service Clerk, Part-time)
Pedro Fonseca (Senior Manager)

Not in attendance:

Melissa Ryans (Manager)

Twanna Wade (Senior Customer Service Clerk)

Linda Adams (Customer Service Clerk)

Topics of Interest:
Icebreaker
Managers Meeting
Staff Discussion

First Topic: Icebreaker

• 5 Things in Common - Staff was divided into two groups and each group had to come up with at least five things each group member had in common (no body parts or clothing items were admissible as things they had in common). A speaker from each group then shared what the group members had in common.

Second Topic: Managers Meeting

• Link to February 2016 Manager Meeting Notes
• Link to handouts from meeting
• Incident Reports: While staff were in their groups, they were asked to grab the sample incident report handouts and as a group analyze and share what they believed was right and wrong about each incident report. After the groups discussed the incident reports the entire staff when over each entry on the reports and shared why they believed it was right or wrong.
• Budget Cuts: As of right now, no layoffs are planned. Cuts are going to be made by taking funds out of other areas. Materials is the area that will see the biggest cut more than likely. The cuts have to be between 5% and 7%, or 1.9 to 2.2 million dollars.
• Open Carry Signs: These are to be displayed by the main entrance when a school sponsored event is taking place. A school-sponsored event is one in which a school that is part of a TEA recognized/registered school district is present in the building. 
• If a person is openly carrying while the school is present, we are to ask the customer to either go leave their weapon in their vehicle or leave the building while the school is present.
• As much as possible, staff should be proactive in letting customers know ahead of time when a school will be present. Staff should also provide customers when the expected end time of a school-sponsored event.
• If the customer refuses to leave, staff are to contact 911 and let the police handle the situation.
• DO NOT engage in confrontations with customers who refuse to leave.
• The signs are to be used ONLY during school-sponsored events. The signs should also not be used for any other signage but the ones displayed in the holder.
• Link to blog post on how to find out if a school is recognized and/or registered.
• Link to search for public schools
• Link to search for private schools
• Discards: HPL is becoming more streamlined in the processing of discards. Branches now have a "FRIENDS OF THE LIBRARY" stamp with which we are to stamp the books that are being sent to Friends. This is intended to cut down on the processing time at the warehouse and in turn the wait time for boxes to be picked up from HPL locations and taken to the warehouse.
• Make sure that only items that are wet, moldy, or in seriously bad condition are discarded.
• If you would not buy a book in that shape, do not send it to FRIENDS.
• If you are unsure if an item is a discard or friends item, err on the side of caution and send it to FRIENDS.
• Staff Appreciation Funds: Staff voted and decided on having a catered luncheon on a date to be determined.
• Customer Service Review Program: This is a new secret-shopper initiative which will be done mostly using volunteers but some staff as well. It will include both in-person and over-the-phone interactions. 
• It is not going to be used for disciplinary actions for individuals or locations.
• It is not going to be used for incentives or demerits.
• The main goal is to see how we are doing as a whole across the system and to bring out more standardized customer service across the system.

Third Topic: Staff Discussion

• A. Perry stated that Juan and Twanna's technology trainings were very effective and helpful. As a result of the trainings she has been able to help a lot of customers.
• J. Lopez stated that he and Twanna were taking requests on topics for future trainings, but if they do not receive any requests they will come up with topics on their own.
• Mark Item Used Pilot: Good for roaming the library and making staff more visible to customers. Use of handheld device to scan items on the spot would eliminate many extra steps and make things more efficient. 
• When in doubt, staff should scan items so that they are cleared from the system and the items are not shelved while they are on someone's account or have holds on them.
• Summer Food Program: All full-time staff are scheduled to attend a site supervisor training session beginning next week. This was done to ensure that as many of us as possible were available to sign paperwork and be on-site for deliveries.
• M. Ryans sent out an email with the schedule for those staff that were enrolled, so please be sure to review that email.
• Applications: Please double-check Sirsi for duplicates and make sure you search by at least three different ways: 1) ID/DL, 2) birth date, 3) name
• On youth cards, make sure that all boxes on the application are checked, specifically the ones about laptop permission and what was used to verify the youth's identity (e.g., in person, birth certificate, etc.)
• Remember that we are required to ask customers if they would like a voter's registration card, so be sure that that box is checked as well.
• iPad Crayola Kiosk (KAS): The power adapter (the yellow plug) has to have the light on in order for the iPads to charge. If the light is not on, press the red button (the reset button), and the light will come on.
• A committee is being formed to come up with rules and guidelines for the iPad literacy station.
• P. Fonesca asked staff to monitor the station as much as possible.