June 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

June 20, 2016

In attendance:
Melissa Ryans (Manager)
Jose Santoyo (Assistant Manager)
Dionne McLaughlin (Senior Library Service Specialist)
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)
Alena Lee (Customer Service Clerk, Part-time)
Ana Santana (Customer Service Clerk, Part-time)

Not in attendance:
Juan Lopez (Senior Customer Service Clerk)

Reminder: May 2016 Managers Meeting Notes

Topics:

• Lunches on Fridays: If you are scheduled at the grouping on Fridays during the lunch hour, you should punch out for lunch between 11:30am and 11:45am. Exceptions include staff meetings (if staff have to travel to another location to do opening procedures), meetings, trainings, etc.
• Staff is forgetting to punch in from lunch because of hurrying to the be on the floor before we open.
• Everyone should be punching out at lunch at either 11:30am or 11:45am to ensure everyone is back before 1pm, not at 1pm.
• Attendance: Forgetting to punch in and out also counts as a tardy.
• There are always exceptions (e.g., customer service, incidents, staffing issues, emergencies, etc.). Management will be fair and consistent when considering exceptions.
• Discards: Although we call all items removed from the shelves as discards, they are processed in two ways:
• If an item is in relatively good condition (e.g., old but outdated, old editions, etc.) they should be stamped with the FRIENDS stamp, and the "FRIENDS" designation on the label should be circled.
• If an item is in terrible condition (e.g., water-stained, moldy, smelly, really dirty, nasty, torn, etc.), then the item should be stamped with the DISCARD stamp and the "DISCARD" designation on the label should be circled.
• Please be sure to make this differentiation when doing discards.
• A good way of determining the difference:
• If it is an item you would purchase at a used bookstore/sale, then process it as FRIENDS.
• If it is an item you would throw in the trash or would not resell, then process it as DISCARDS.
• If you are unsure of what you would do, play it safe and process the item as FRIENDS.
• Clear Holds: Some items are not being removed from the hold shelf
• Issue: Items are being marked as MISSING because the item is supposed to be on the shelf when they are on the hold shelf.
• Reports not appearing in the morning but are not being checked in the afternoon.
• Can schedule someone to check Clear Holds reports in the afternoon just in case reports run later that day.
• Staff pointed out that when doing delivery that the barcode on the book does not match the hold label affixed to the book. Scanning the barcode shows a hold for another customer.
• Staff decided to scan the book, not label, to ensure the material being processed is going to the right person.
• If there is a discrepancy between the barcode on the book and the barcode on the label, scan the book and print a new hold label; place in delivery.
• Print Shop and Communications: 
• Locations are expected to plan programs three months in advance and have them entered into the Event module three months in advance.
• Book Clubs and Movie Times: Titles should be entered into Event module so customers can know what books will be read/what movies will be shown.
• We'll be receiving fewer flyers and other print materials.
• We'll have to determine what events will be "highlighted."
• Helen Chou and Marjorie Gonzalez will be touring all locations in July and will be meeting with staff to discuss changes.
• Summer Reading Program:
• Remember that children signing up for the program get a free book and the prize must be awarded in Evanced.
• There are two different Chipotle coupons: one for kids under the age of 12; the other is for kids ages 12 and over. Be sure to give the child the right coupon and log the prize in Evanced.
• If you provide a customer with an SRP slip to fill out, please use downtime at the desk to enter the information into the system. Registering customers is a task for all of us, not just youth specialists.
• You can provide youth specialists with the slip after it has been entered. Place a check mark on the slip so that they know it has been entered.
• Remember: any group calling about programs, registrations, and prizes need to be referred to Dionne (for Kashmere) and Twanna (for Lakewood). 
• If they are not available, transfer call to a supervisor or take a message and place on their desk so that they can follow up.
• Please let youth specialists know when prizes or other incentives are running low. Help them remain stocked for the summer.
• Shelving: due to the increase in circulation and in-house use, everyone is to shelve everything when they are scheduled to do so. We'll revisit shelving assignments after the summer.
• Also, if possible, you can shelve when scheduled to rove. 
• Please do not gather at the desk - use downtime to walk around and straighten shelves, pick up items, etc.
• Refrigerator: Be sure that you are taking groceries and food home. Do not use COH refrigerators to store food.
• Open Discussion: 
• Staff have requested application training. Will work on making this happen along with shelving training.
• Staff need to be careful when searching Sirsi for old accounts. There have been a lot of duplicate accounts created. Remember to search by another field (e.g., birthdate, alt ID, phone number, address, etc.)
• We're still a no-clutter department, so be mindful of clutter accumulating in the workroom and on desks.