Meeting Notes
Kashmere/Lakewood Grouping
May 05, 2017
In attendance:
Melissa Ryans (Manager)
Dionne McLaughlin (Senior Library Service Specialist)
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)
Alena Lee (Customer Service Clerk, Part-time)
Ana Santana (Customer Service Clerk, Part-time)
Vacant Position(s):
Assistant Manager - FILLED
Customer Service Clerk, Part-time
First Topic: Team Building Exercise
Staff continued playing team building exercises that revolve around staff birthdays.
Second Topic: Managers Meeting
Link to April 2017 Managers Meeting Notes
- Staffing Changes:
- Dan Johnson: Assistant Manager of ROB
- Ruby Robinson: Assistant Manager of KAS/LAK
- Michelle King: Manager of SCE Tech Link
- Monique Pickrom: Assistant Manager of SCE
- Analisa Falcon: Assistant Manager of VIN
- Kristin Williams: Assistant Manager of PLE/TUT
- Digital Strategies
- COH is emphasizing information security, which means that some processes and procedures may change.
- Biggest challenge in IT/COH: ransomware (it encrypts data files and asks people to pay a fee to uncrypt them)
- This has happened twice at HPL (infected G-drive)
- Be sure to monitor suspicious emails and sites and do not click on any links that look suspicious. If you are ever unsure of an email, DELETE IT.
- Hotspot Lending: the goal is to hit five community neighborhoods
- 20-30 hotspots have been set aside for staff usage at outreaches and conferences
- Working to develop a staff lending program
- Try to handle customer issues at branch, but if customer wants to escalate an issue, contact Emmanuel Merinini
- In his absence, contact Beatrice (Bee) Duran
- HPL will not remove filtering software
- DS is still looking for a new printing vendor (no one vendor can provide all the things HPL Needs)
- Computers (including reservation systems) will be updated to resolve licensing issues
- CE Administration
- Meeting Rooms: Food Charge
- The charge for food is kind of like a "cleaning fee" (GSD sometimes charges HPL for the cleaning it does).
- Collect meeting room fees the day of the meeting and let customer know that there are no refunds.
- Mark on application and calendar if customer will be serving food
- Stress to customers when form is provided what kind of foods can be provided.
- Meeting Room form will be revised to include set up/take down time
- Allowed "free food" is single-serving, pre-packaged snacks (i.e., store-brought food)
- The fee needs to be applied to any other kind of food
- Individually wrapped sandwiches, cookies, etc., will be charged
- Donuts and plate of cookies: charge required
- Food "prepared" on site: charge required
- Trying to put together panel card for meeting rooms to be given to customers booking rooms.
- If you see someone serving food during a meeting, do not interrupt the meeting. Speak to customer after meeting
- Manager's note: Mark on application the infarction so that other staff can keep track of continued violations
- If a customer continues to violate the rules/policies, staff can decline future reservations
- Meeting Rooms: Business/Non-Profits
- Must see if business stands to make a profit (even if they collect fees off-site)
- Information-only sessions are fine (staff should sit in class)
- Exception: Girl Scouts/Boy Scouts - though these are open to the public and charge membership fees, it is still considered a non-profit.
- Arbitration is okay (e.g., HCAP) but personal lawyers are not
- Meeting Rooms: General
- All advertising needs to be approved (staff can approve at the desk)
- Certain statements have to be on advertising (these statements can be found on the HPL website).
- They cannot use the HPL logo
- Cannot collect fees (even off-site)
- 90-day period starts at date of booking
- Looking into creating branch email accounts to contact customers
- Staff will have to pull trash and dump
- Form will be revised to include set up/take down time (staff should take this into consideration regardless and schedule meetings 15-30 minutes apart; do not schedule meetings back-to-back without disruption)
- If a customer violates policy by going over their time or not evacuating 15 minutes prior to closing, remind customer and note on application (customer can be suspended from reserving the room in the future)
- Non-denominational groups ONLY (no church or religious organizations)
- No parties or showers (refer to CEN)
- No limit on time for meeting reservations
- Financial Services
- Be sure to review policy. Copies will be placed in SMM binders and at CSD
- Library is being audited by COH. They will be visiting locations and might count drawers.
- Be sure that there are no monies lying about at the desk. All monies should be processed through SMM and placed in drawer
- Be sure you are using counterfeit pen on bills larger than $1
- Petty Cash Reimbursement: All receipts must be itemized (e.g., it has to list each item purchased not just a general number (like a credit card/debit card receipt))
- Be sure to write name of vendor if name is not on receipt
- Pick up Petty Cash ASAP. Someone else can pick it up for you but you must email Financial Services to let them know.
Third Topic: Staff Discussion
- Check in ALL Float items and new books when processing delivery.
- Be sure to discharge new books TWICE
- Reminder: Float should be discharged; holds should be scanned under "Receive Transit"
- Make sure that you are not taking any foreign currency when conducting transactions with Smart Money
- Sick Leave Usage:
- Remember that you can use up to 64 hours of SICK time during a benefit year (Sept 1 - Aug 31); after that, you will be required to provide a doctor's note to use additional sick time
- Be sure to remember HPL's time and attendance matrix:
- To get a 3, you can use no more than 48 hours of VACU or be tardy no more than 24 times
- You can use up to 64 hours of SICK and still get a three during the review period (Jul 1 - Jun 30)
- Monthly average would be:
- SICK: 5.3 hours
- VACU: 4 hours
- TARDY: 2 times per month
- Tagging:
- Remember to check all items that come through delivery, bookdrop, and across desk.
- Check to make sure item has a tag; if there is no tag, it goes on the shelf behind the CSD to be tagged
- If it has a tag, place it on the cart to be shelved
- ALWAYS check items for condition. If unsure, get a second opinion. Do not tag items in poor condition.
- When tagging, be sure to verify that the code on the tag matches the barcode on the book
- Remember that tags go on the back of the paper inserts for DVDs, CDs, and audiobooks (not on the case)
- We are not tagging serials at this time
