11/8/13 Staff Meeting Notes

KAS/LAK Staff Meeting

November  8, 2013, 9:00 – 11:00 AM

1. Kronos Updates
1. Please review your timecard regularly and email me before the end of the pay period any comments or missed punches. You must get approval to make up any time. Full time staff must make up their time the same week.
2. The pay period ends every two weeks.
3. When swapping Saturdays with another staff member, email  me who is swapping and the changes for the dates worked and days off (or not) the following week, so I can update the Staff Schedule calendar.   
4. Please pay attention to the schedule and punch out on time. If the schedule says 9:15AM-6:15PM then you need to clock in at 9:15 and clock out at 6:15. Do not try to round off.
5. The Library does not have a budget to pay out comp time so you need to use any accumulated comp time within 120 days.  If you request vacation leave, Kronos will automatically substitute any available comp time.
2. Sirsi Update
1. New Workflows log-ins are ready to be used.
2. On the “Configuration” page that pops up make sure that under “Workstation” you select “PCGUI-DISP” as the name. We no longer use “HOU-LAKXXX or HOU-KASXXX”.
3. On the next screen instead of using “HOU-your number” you will use branch initials and your number. “LAK-your number or KAS-your number”
4. If you are at another location you may use the sub log in.

Login: HOU-xxxSUB (ex. HOU-ALISUB)

PIN: sub4xxx (ex. sub4ali)

3. Application Review Process
1. Applications go to CEN to be indexed on the 15th of the following month.
2. There is a new link on the blog under staff links called “Application Log”. Only the staff that are checking apps will be able to edit the information.
3. I have received a few responses as to who would like to see their mistakes and who would like to be told. Please email me this information as soon as you can.
4. Statistics

1. There is a statistics sheet on the blog that can be used at both locations.
2. The top of the sheet explains pulled and processed holds.
3. Please remember to input all program numbers on the sheet even if zero showed up.

5. Communication

1. You are able to come to me with any problems but please communicate with each other any issues you may have if possible.
2. Remember there is an in-charge list on the blog as well as the daily schedule is in order as to the next person in charge. Also the person in charge is responsible for the building, meaning that they should be staying to make sure the building is secure and locked. All staff should be walking the floor after close and checking all rooms. The person in charge must stay until the alarm has been set. If a staff member has finished their shift and clock out at 6:15 they are able to leave. Try to leave at the same time since everyone should be clocking out at the same time. If you are backed up because of customer related or deposit issues then the person in charge can take over with one other staff member so that they could leave together as other staff have already left.
3. Everyone should be able to help each other even though the person in charge has the final say on any issues that they must address.

Programming Information

• Please have all programs in EVANCED by the 8 of every month.
• We will be making calendars for each location every month and we will be taking the information off of EVANCED.
• Dionne is in charge of all children’s and teen programs for the grouping. She is assisted by Dee at Kashmere. LaToya will also be able to assist when needed.
• Twanna will be another childrens person that will manage the childrens programs at Lakewood and is currently being trained by Dionne.
• The After School Zones must be unified as in to say that we offer different options and equipment for the anyone 18 and under that attends. Dee is currently working on getting the cords needed for the PS3. Once we have the PS3 Kashmere will be able to put out a TV with a Wii, a TV with a PS3, Keyboards, Board Games, and any other equipment we may have. (ex. Legos or craft)
• Melissa is in charge of the ASZ at Lakewood and will be assisted by Twanna. No meeting room at Lakewood limits the options we are able to provide at one time. It will either be a TV with Wii or a movie showing.
• Juan Lopez is in charge of computer classes for the grouping and is assisted by Marissa Baltrip.

Open Discussion

Front display boards - LaToya has volunteered to work on the display boards at the front desk. Please assist her with anything she may need help with.

There are now event calendars for the public to take in the flyer display area as well as posted up at the front desk at Kashmere.

The newspaper sign in sheet has been taken away and we will now require the patron to leave some sort of ID or keys for them to check it out. They will also be stamped with our stamp to show that it belongs to us and it is not being swapped out.

Unattended children that are under the age of 14 are allowed to be in the building but not for extended periods of time. Use your best judgement. We are considered an After School Zone due to the kids and schools around the library and they are welcome to attend. If kids are being disruptive please bring it to their attention and if they continue try to contact their parents. On the day that we close at 8pm and a child is in the building try to get in contact with the parent and explain to them our policy. It is for the safety of the child.

Communication was brought up as something that we need to work on. Last minute changes should be discussed with the staff that the change affects. We now have different ways of communicating so please keep up with your e-mail, postings on the blog as well as daily and monthly schedules. Daily schedules are subject to change hourly. Monthly schedules are subject to change daily. You are responsible for keeping yourself informed and if you are not sure then please ask. If you need time to work on special projects please email Melissa and Pedro so that we can add that in to your daily schedule.

10/04/2013 MEETING NOTES

KAS/LAK Staff Meeting Notes

October 4, 2013, 9:15 – 10:15 AM

1.     Introduction

a.     Welcome 1st new family meeting.

b.    Thanks

2.     Upcoming updates

a.     Moving catalog and reservation computers at Kashmere to the old information desk. The “reservation computer” will be in the corner closest to the service desk. The “catalog computer” will be at the other end.

b.    Need to start setting voicemail. The phone with the public line above all the other extensions is the one to set to voicemail. To turn on at closing you must press “CFwdALL” + “messages”. To turn off when opening you must press “CFwdALL” by itself.

c.     Telecheck machines need to be used when customers are paying with credit cards/checks. Financial services said that they do not have any intentions on taking out any of the machines from any branches. This option is convenient for customers and we should not be sending them to pay online unless there is no other option. If there is an issue with a machine this must be reported to IT and they will assist in correcting the problem. Kashmere’s machine is currently out of order and we are currently troubleshooting the issue.

3.     CMC - Marissa

We are looking for 100% participation. Even $1 is considered participating. You are able to donate online using the ESS (Employee Self Service) portal. There will be a fair on Oct. 31^st from 11am-2pm. They are looking for volunteers so if you are interested please let Pedro and Marissa know.

4.     Blog

a.     Daily stats sheet is available for print out from the blog. At the top there is information in “pulled” and “processed” items. Put all program stats on the sheet, including computer stats.

b.   Usernames & passwords (upcoming). A list of all usernames/passwords will be available soon on the blog. You must be logged in under kasbranch or lakewoodpubliclibrary to view the sheet. This cannot be made open to everyone because it contains confidential information. If you print it out please keep it safe. It is for staff use only. Everyone is invited to post on the blog. Post must pertain to the grouping or HPL and please put your name at the bottom of the post.

c.     Scheduling the meeting room. At the moment make sure to use the correct calendar when making room reservations. There are currently 5 calendars (Summer Reading/ Library programs/ Meeting room/ Special events/ and Tasks). Use the Meeting Room calendar when reserving everything at the moment. Everyone should be able to access the meeting room calendar and reserve a room for customers. In the mean time D and I will work on trying to simplify the calendar. As always, suggestions are welcome. Meeting room reservation- Only reserve the current month and the next month for the public. We do not want to book too far ahead of that because library programs need to be in before any other so that there will not be a need for us to call a group and tell them that they will not be able to use the room because library programs take precedence over anything else. So starting this moment on book for October and November. Then next month we book November and December.

5.     Calling In

a.     Reason. Call the location you are reporting to on the private line and speak to the person in charge. I need a reason as to why you are late for me to put into Kronos. Click on the link for options I am given to put in Kronos: Calling In

b.    What to use or make up time. Let me know if you would like to make up the time if possible or if you will use vacation/sick/be docked etc. If possible please email me this information.

6.     Applications

a.     Frequent mistakes. Click on this link to get to the handout of Most Common Mistakes. Please make sure to read through it. Don’t hesitate to ask if there are any questions. A few additions to the list are:

At the bottom of the application you write down ADU or JUV for the “Patron Type”. We do not use numbers anymore.

Use dashes only for the phone number.

Enter the customers middle name on Sirsi and you may write it below the line of where the name goes if they did not put it.

Uncheck “allow routing”.

Make sure to check “child verified”, “laptop permission” and “voter registration”.

b.    Spreadsheet of mistakes. The staff double-checking for mistakes will have a spreadsheet of what they check for and will keep track of how many times each individual has done the mistake.

c.     Correcting mistakes. The staff that is checking apps will fix the mistake but they will make a notto let you know of what you have or have not done. Please do not take this personal. It is to make everyone aware of their individual mistakes so that you may correct them in the future. If you are interested in being able to check apps please let Melissa or Pedro know and we will pair you up with Ginger or D to show you how it is done. For you to be made aware of what is wrong on any applications you have made, the people checking apps may make a copy of the error before it is corrected and given to you.

7.     Computer Cards

a.     No temporary cards are to be kept at the desk to give customers access on the computer right away.

b.    Adults need an ID children do not. You may ask if the child has a school ID but it is not required. The required fields when making a computer card are: First name, last name, DOB, Resident, and school (for juv cards only)/ Type of ID (for adults only) in the note field. It is good to put as much information as you can but they are not required.

c.     Numbers may be written down and given if they show I'D. Children computer cards may be looked up and written down for them (again, you may ask if the child has a school ID but it is not required). If the computer card expired and they do not have it then they will pay a dollar for a new one.

8.     Internet usage at desk

a.     Use the computers for work related purposes while on the clock. Especially at the service desks. If it is not work related, refrain from getting on Facebook, Instagram, Twitter, etc.

9.    Time Management/Service Desk

Follow the schedule & arrive to service desk on time. Communicate and be courteous to coworkers. Communicate when you know you will be late to relieve the person at the desk. Manage your time effectively to make sure your programs finish on time. There are times that you may be helping a customer or something is holding you up so just explain it to the person that you are relieving so that they are aware. Please do not leave the desk unattended if you are schedule to be off the desk and no one is there. Communication is key.

10.  Float (Monday rotation). We are rotating staff to go to KAS on Mondays to be trained and help with the Float from Meyer. After you are comfortable with it you will be able to use your slow periods throughout the day to work on this.

      11. Open Discussion:

a.     If you apply for a position you may let Pedro know. I can try to put in a good word for you if you like. I would like to see everyone reach the level they want and will try to help you in any way.

b.    If you have a Google account and want to be added to blog and other documents email Pedro so that he can share them with you. This is just another way besides the branch log-ins.

c.     Each branch received Finishing First with Safety awards for 2012. Congratulations!!

d.    There is a new way to mark lost cards. There was an email sent out to everyone and I also posted it on the blog. There is one way to do it if they call to report it lost and another way if they come in person to report it lost.

e.     Click here for the Unattended Child Policy andProcedures. We must document all incidents to ensure we have the paperwork showing that a customer has been told the rules and when they have been suspended in order to be able to suspend a person indefinitely.

f.     If you are interested, some staff will be going to the Renaissance Festival Sunday, October 27^th. It is not mandatory, it is just a chance to relax and have fun outside of work. Feel free to invite or bring anyone you would like. Their site has ticket prices if you are interested.

g.   Closing Procedures- At closing the computers should be shutting down at the time we close. Administration sent out an email about public computers shutting down 10 minutes before but this should no longer be happening. This also goes towards putting away the laptops and doing library card registrations. The laptops are to be put up when we close and library cards applications can be processed until we close. Lock the doors at the time of closing and finish assisting any customer left with the 15 minutes we have after closing.