July 2017 Staff Meeting Notes

Meeting Notes 

Kashmere/Lakewood Grouping 

July 31, 2017

In attendance: 
Melissa Ryans
Ruby Robinson
Dionne McLaughlin
Juan Lopez
Twanna Wade
Linda Adams
Ann Perry
Karl Beck
Dee Hunter
Alena Lee
Ana Santana

Vacant Position:
Customer Service Clerk, Part-time

Topics: 
Managers Meeting
Staff Discussion
Open Discussion

First Topic: Managers Meeting
Link to June 2017 Managers Meeting Notes

• Digital Strategies
• When calling about an IT issue, please remember to provide the name of the location
• IT is getting a lot of duplicate calls (calls about the same issue). If you are unsure if an issues has been reported, you can ask IT if a ticket has been opened for the issue. DS ask that we communicate with each other regarding IT issues. 
• Before calling about any IT issues, always attempt to reboot the computer (that is usually the first question that they ask). Make sure you have the G-tag number ready as well when you call. 
• There is a website that we can use to start submitting IT tickets as well (help.houstontx.gov). You log in with your e-number and Windows password. 
• This is also the quickest because it generates a ticket right then and there. 
• City Council approved assessing fines and fees for the hotspots as well as the notebooks and tablets DS will began circulating. The latter two were not released because they are expensive, but now since CC has approved us charging fines for late or damaged items, DS will begin releasing them. o Those locations under the "Complete Communities" program will receive them first (think those locations with hotspots) 
• Hotspots are deactivated after they are three days overdue. o When hotspots are return and you see the are deactivated (this will show in Sirsi), call IT and let them know the device has come back and IT will remotely activate it. Should be back online in two hours.
• CE Updates 
• SRP: All lists must be turned on by 07/31 but customers can still pick up prizes until 08/31 (they cannot submit any lists) 
• We are running low on prizes, so keep that in mind when communicating that to customers.
• Remember that customers can only collect prizes for their age group (this includes the family prize packs). 
• Staffing Changes: 
• Tim Siegal – ROB Manager 
• Fred Schumacher – HALAN Manager 
• Wellness: 
• Starts 08/01
• Remember that you have a spouse on your plan that both you and your spouse have to complete the requirements to get the full discount 
• If you went to the doctor anytime after 02/01/2017, you can use those numbers to complete your health assessment. 
• Remember that you must fill in ALL the information on the assessment. Failure to do so by leaving blanks or marking "I don't know" will cause the assessment to be rejected. 
• Online assessment must be completed by 11/30/2017 
• Wellness hours expire 08/31/2017 (wellness appointment good time to get information required)
• Remember that you also must complete your wellness engagement. 
• Highly recommended that you keep documentation, especially if you go for any appointments as CIGNA only accepts documents from the doctor. Keep that in mind, please, and stay on top of your points.
• HPL/HCPL Partnership: The HPL-HCPL passed City Council; now must pass HC commissioners. 
• Would allow reciprocal borrowing between systems 
• Weeding: First two weeks of August: weeding JUV collection for FRIENDS for the Children's book sale. 
• We can weed JUV/YA items. 
• Must mark these items as such and store separately from the regular discards.
• Towing: New towing contract (due to cars being left in parking lots). Will be gradually rolling out to locations, starting with those with the most issues. 
• Talking Points 
• Expired holds: Items do not carry over; it is a one-time unique list, and holds are cleared from accounts overnight and placed either in transit status or on shelf at location. Staff must clear holds every day to ensure this is getting done. 
• Added section on stats sheet. Check if you cleared holds that morning; mark N if there was no list. Remember to check out your holds. 
• Also: if you are going to re-hold an item for a customer, make sure that it is not in-transit to another customer. If there is no other hold, then feel free to place the item back on the customer's account so they get another 7 days to pick it up; otherwise, the item must be routed as stated. 
• Fridays: someone will be assigned to scan shelf for possibly outdated items; scan and process as needed. 

Second Topic: Staff Discussion

• NOTE: Kelsey does not do Workers Compensation (learned in CAPS) 
• We will begin documenting the number of questions about language, English, and citizenship classes. They are going to put these under the "Welcome Center" banner. Statistics sheets have been updated with this information. I also created a new section titled "International Services" that both language stats and Welcome Center stats fall under. 
• iPad/Mobile Circ 
• Will be housed at LAK so that staff can get to using it; LAK will begin its scanning project in August. 
• Must press "OK" because after every scan a box comes up "Item not charged" 
• Will have to take the following items to the desk: 
• Items that state it is at another location 
• Items that are shown to be checked out on a customer's account 
• Will be using it to do paging, cleared holds, missing items, and claims return (at Lakewood, do not print any more paging/cleared holds lists) c
• Will use to do Marked Items (do not bring items to desk; scan in the shelves and re-shelve) (Do not need to use the keyboard.) e
• Be sure to keep the iPad secure at all times (especially true with scanning project); be sure to take the device with you if you get called away (e.g., customer interrupts you, staff needs your assistance, etc.) 
• There is a satchel you can carry as well. 
• Be sure that you are documenting whether or not the newspaper was received on the stats sheets. 
• Please be mindful of having your phone out at the CSD and on the floor (okay to take pictures, assist customers, etc.). Please be mindful of what you are viewing at the CSD. Still okay to scroll through work-related items; refrain from viewing videos. Moratorium on viewing email (please be careful about the links that you click or attachments that you download!) 
• HEAR plans are due by August 31st. Think about what you would like to see reflected on your plan. Remember that scoring a four or five in a SMART goal might lead to a change in those goals. 
• Supplies: Please remember to let either Dee, Twanna, or a supervisor know if supplies need to be replenished. Would a form be convenient? Please do not use the last of anything – makes it difficult for other staff coming after you. 
• Kronos: COH has begun to crack down on Kronos punches and could be doing audits. For this reason, except for those that are unavoidable, punch errors will be incorporated into several behavioral factors. Please be sure that you are emailing me regarding your punches. If there are punch issues on a Friday (e.g., attend training, missed lunch punch), you must immediately send me an email when you return to work. 
• Remember also that you have to provide me with a time of your punch. You must also let me know what you want to use.Be sure that your reasons align with those in Kronos (will repost on blog). 
• Be sure that you are initialing/signing the delivery log. Those do go to Belinda in FIDS. (Again, do not sign/initial log unless you are the one accepting delivery).
• At KAS, pull any duplicate DVDs and place in back with a note; duplicates will be floated out since the shelves are getting tight.
• Dee mentioned it was okay to shift DVDs around if the shelves were getting tight (just please keep them in order by call number).