February 2017 Staff Meeting Notes

Meeting Notes 

Kashmere/Lakewood Grouping 

February 17, 2017

In attendance: 
Melissa Ryans (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 (Senior Customer Service Clerk)
Alena Lee (Customer Service Clerk, Part-time)
Ana Santana (Customer Service Clerk, Part-time)

Not in attendance: 
Dionne McLaughlin

Vacant Position(s): 
Assistant Manager (Librarian II)
Customer Service Clerk (Customer Service Clerk, Part-time)

Topics: 
Team Building Exercise
Staff Discussion
Staff Training
Open Discussion

First Topic: Team Building Exercise
The group played the 5 Second Rule game, where each participant had five seconds to provide three answers to a question and/or topic (e.g., name three breeds of dogs, name three NBA teams, etc.)

Second Topic: Staff Discussion
Link to December 2017 Managers Meeting Notes

• Opening/Closing Procedures:
• Due to an update in opening/closing assignments (related to iTeam software and iPad kiosk), new procedures were created. This is particularly necessary for Kashmere NL. 
• Each staff person was provided with a handout of the new OP/CL procedures for Kashmere NL
• Staff should make sure that all tasks are completed before opening/closing.
• Opening/closing is a joint effort. Not everyone will be scheduled to open and close, especially if they have a program at the end of the day (closing/taking down program is necessary to ensure that equipment is securely stowed away and trash is picked up).
• Procedures will also be made for Lakewood NL; both will be added to blog.
• iPads (Crayola Kiosks):
• New procedures sent out by M. Wagoner. Please review post on blog.
• If you are scheduled to roam/rove please be sure to periodically check on the iPads every 10-15 minutes.
• Ensure that all iPads are firmly attached to kiosk and all screws are there. (It only takes the removal of one screw to slide the entire device out of the bracket.)
• If there are any issues, please let a supervisor know. In the absence of a supervisor, email IT and Senior Manager.
• If a screw is missing, slide the device out of the bracket and place in a secure place. Notify supervisor immediately; in absence of supervisor, notify IT and Senior Manager.
• Linking to Us: Please continue talking to customers that you think will be willing to go in front of a camera and speak about the impact the library has had  on them. You can take video with your cell phone. 
• Everyone appearing in the video must fill out a media release form.
• Before the customer(s) leave, please ensure that the form is filled out completely. This includes the fields for the name of the event, library name, and phone number.
• Benefits Discount: You must attain 100% completion in Cigna Wellness Program by March 10th to receive the discount for the upcoming benefit period. Check your myCigna account to make certain you have done what you needed to do by the deadline.
• Notary: Remember that we cannot process notaries using expired IDs. 
• We cannot conduct notaries on documents that do not have a notarial certificate, so any statement that is written on lined or blank paper cannot be notarized.
• We can refer customers to the Gale Legal Database so that the customer can retype statement on template that has a notarial certificate.
• We cannot type the document/information for them. We can aid with formatting (as we do with most documents)
• Do not change the content of the document. They should use spellcheck/grammar check in Word.
• There are certain documents we cannot notarize. M. Ryans is working on a list of notaries in the area that we can refer customers to.
• If you have any questions regarding what can and cannot be notarized, ask a supervisor or coworkers. 
• Check the group blog, CE blog, or HPL website for information.
• Call CE Administration (x32707) and speak to Laurie or Yolanda.
• Call Maurina Powers at OAK/ACR
• HISD Learning Link/Computer Usage:
• At LAK: We are going to pilot a new process: having kids use their Learning Link numbers to sign into computers.
• Benefits: Cut down on staff signing kids up for computer cards and retrieving numbers from Sirsi and gets the kids and staff acquainted with Learning Link accounts.
• Repair Shelf/Status: Remember if an item is removed from the shelf due to a missing or scratched disk, place it in Repair Shelf status so that it does not show up on any paging lists or in the catalog.
• Holds: 
• Remember to check out your holds after you remove them from the shelf. You should not be in possession of a hold that is not checked out on your account.
• Remember to check out any items that you remove from the new book cart/shelf. You should not be in possession of an item that is not checked out on your account.
• Remember to remove the yellow hold labels from items when you are checking out holds to customers. Remember to remove yellow hold labels from items received over the desk/through bookdrop before shelving the item.
• New Job Postings: Check out COH employment webpage for a list of new job  postings. Apply for those positions you are interested in and remember to email Liz and Laurie to let them know you have applied.
• Equipment:
• Please be careful in handling/overseeing any library equipment you are using during programs. Do not pick up laptops from the screen/monitor side. Do not carry more equipment than necessary. Be sure equipment is secured OR is being monitored at all times.
• RFID Tagging: Kashmere is scheduled to be tagged in April 2017
• We should weed the collection prior to start date
• Project will be scheduled on Mondays so that people can weed, process, stamp, and box all discards.
• If interested in participating in project, please let me know.
• Summer Jobs: COH is now hiring for summer interns. Both branches have requested interns, so if you know someone that would be a good fit at our locations - and will work and likes working with kids! -- please let them know about this opportunity and encourage them to apply.
• Desk Behavior: Please remember to monitor not only what you say at the desk but also your tone. This includes toward the evening when we are about to close, even more so if customers are still in the building.
• Other Reminders:
• Be sure that you are shelving when scheduled to shelve.
• Be sure to mark on the statistics sheet if the paper was received and processed.
• Be sure to mark on the statistics sheet any notaries conducted.
• We will be migrating to Office 365 software, starting with Outlook. Deployment is next Wednesday. There are training videos on Lynda.com and TMS. 
• Videos on Lynda are about an hour; the ones on TMS are about 30 minutes
• Highly recommend enrolling in the courses on TMS (these are logged by the system and HPL Training)

Open Discussion

• What should a staff person do if they want to use DFAM but does not have an obituary for relative (e.g., hardship/cost issues).
• Recommended that staff bring something from funeral home showing the person had a service/is deceased
• Reminder to check DVDs for condition upon check out and return. Staff have been receiving damaged DVDs in delivery that were processed as holds.
• Be sure to patrol the children's area and monitor any suspicious persons/behavior.
• Suspicious behavior includes acting weird, staring, harassing - be sure rules are being followed
• Staff should  have an active presence in the area during the afternoon.
• No set guidelines regarding adults sitting in children's area. This is roving/roaming is a good idea
• Reminder to check all bills greater than $1 with counterfeit pen before processing transactions
• Check with F. Schumacher regarding HISD students not being in Sirsi (re: Learning Link accounts)