Collier Regional Library

Meeting Minutes

August 17, 2016 | 11:15am

Present: M. Campbell, A. Barratt, J. Diederich, C. Machey, J. McFarland, A.Ellis

Hosting: D. Hammett

Meeting Stenographer: J. McFarland

1.      Collier’s Closing Updates

a.       Closing on September 3^rd

b.      New Signage for closure will arrive soon from Print Shop

c.       Inform customers to select a new hold location for future hold items

d.      All hold that are defaulted Collier will be rerouted to Acres Homes Library

e.       Collier’s Book Drop will remain locked during this closure.

f.       Six-Week check is suggested for customer but the steps for the process isn’t confirmed

g.      Warn customers that any books left outside of Collier’s book drop is not a options

h.      The parking lot will be closed off to customer because of Crane

i.        Staff members from Collier will know their deployment location soon

2.      Another Passport Agent will be hired for Collier once Park Place is staffed

3.      Julia’s position is be posted as a LIII soon and hopefully the person will be hired

a.       Plans are to have someone in position once the roof is repaired

4.      Henington-Alief is scheduled to reopen on September 6

5.      Young and Blue-Ridge will have a Call Out for Help

a.       Blue-Ridge new set will include a WIC office

6.      Jungman will open October 10 or 15 (Tentative Date)

7.      Robinson-Westchase will be closing August 31

a.      The Passport Office will close this week.

Open Discussion:

Melinda – stated that she found the AED key and will to see if any updating is needed to the equipment.

Teresa – asked if the Magazines would be held at the Post Office and Newspapers would continue coming to the location and proper personnel contact information was issued by D. Hammett to contact Pat and cc Gail. 

Jonathan – suggested that we start writing Deposit on the envelope instead of Fines, and the team agreed.

Bicycle Winners

Drumroll please.....

I am excited to announce that our SRP bikes have both been claimed! Meet the winners below. I am including their totals as a point of interest for staff, but please don't publicize them. If people ask how many the winners read, just say "the most." Also, the names of the winners are not for public consumption at this time.

Rachel, age just-turned-10, read 122 hours! Her favorite book of the summer was Michelle Harrison's One Wish.

Amber, age 15, read 189 hours! She especially enjoys books about superheroes.


-Angela

Staff Meeting Notes 7/27/16

Summary: Fire Drill 

Written by: Ashley Ellis

In attendance: Angela Barratt, Julia Bradley, Melinda Campbell, James Diederich, Ashley Ellis, Teresa Eshelman, Cyrano Machey, Agnes Perez, Kameshia Smith, Isabel Veloz.

1. Julia and Melinda led a staged fire drill to test the division of fire procedure duties. Please review the procedure so that you will be familiar with it in case of an emergency.

2. Julia also asked that we make sure to do CC or check transactions process before finishing transactions in Smart Money.

3. Additionally, our floors are due to be stripped and waxed on Sunday, August 14th, so please make sure your stuff is off the floor before leaving for your day(s) off on that weekend.

4. Angela mentioned that Camp STREAM registration is full for K-5, but we are still accepting applications for 6-12!The link for the registration page can be found here.

Open Discussion

Regarding our fire plan: SC initially had a lot of running around to do--alerting workroom staff, then alerting and leading JUV and YA patrons to safety, then alerting the meeting room patrons. Since workroom staff is to alert patrons in the public and staff restrooms in the event of a fire, they would also be better able to alert meeting room patrons, thus sparing SC the unenviable position of having to be three places at once and determine the order in which to run to them while a fire is happening.

Melinda also urged workroom staff to check on Ms. Tracy in event of fire, as well as to check the maintenance room upstairs, as sometimes workers will need to use the room. She also suggested that, when wearing headphones while working behind the scenes or while in the break room, workers keep one ear free or keep the sound down, so as to be more aware in the event of an emergency.

The location of fire extinguishers--one behind glass near the desk, and one in the workroom attic--were also mentioned.

Julia has mentioned the concrete block outside the back emergency exit to the fire marshal, as well as the recurring leak over the computer station. The fire marshal isn't as concerned about the leaking issue, but IT certainly is. If near a boiler, please keep all nearby items at least 3 feet away from said boiler.

Thank you!

Weekly meeting notes 07/20/16

Summary: Overnight Batch Settlement, Coin Copier Paper, In Transit items, Scanning Project,  Passport Till, Excel form to reconcile credit card slips at closing, Closing procedures, Buckets and Roof Leaks,  SRP updates (Angela) Displays by Agnes

Open Discussion: Empty CSD station, Summer Intern SRP sign-up

Written by: Melinda Campbell

In attendance: J. Bradley, M. Campbell, A. Barratt, C. Machey, J. McFarland, T. Eshleman, Jerome Hurt, Agnes Perez, Kameshia Smith

Julia: Now we are accepting Passports, we are receiving cheques  through the till. At night the Batch Settlement prints both credit card and cheque settlements at night so please copy both for our records and send original to CEN as per usual procedure.

Please check the paper in the Coin Copier machine and top it up each morning with OP to make sure we do not run out of paper during the day.

A Central item was found on our shelf, was “In Transit” for 2 months, so please be careful when checking in items.

Sirsi has not been loaded onto a laptop but we can still proceed with the scanning project. We need a spreadsheet (any volunteers to make this?) to record the section scanned and replaced on shelf so we do not redo an area.

Once we have a Credit card machine for the Passport Office we will be moving $25 over to their till, which means we will open at the desk with $50. Please assess and if we have any problems giving change, please notify the Manager.

A spreadsheet for totaling up our credit card receipts at the end of the day will be loaded onto the desktop for CP.

At the end of the day, please drop the Col Copy of the daily transactions into the blue bucket.

Closing: Please ensure everything is done before leaving at the end of the day as we have sufficient time to complete all procedures.

Buckets/ Roof Leaks: Thanks to Jerome for attending to the leaks when it rained yesterday. Please remove plastic covers from shelves and buckets (please empty) from floor areas if the weather looks to be dry for the foreseeable future. Turn the computers back on if they were under the plastic covers.

Agnes: Check out all the great displays that Agnes has done for the library for the month of July. There is one in the Children’s Spanish area and the Adult non Fiction. Way to go Agnes!

Open discussion: Agnes: Book Sale prices have been lowered. Please see sheet at desk.

Teresa: Please communicate with each other to decrease any problems

Welcome Kameshia! She changed to a full time position on July 16^th.

Jerome: Thank you to all for everything, Excuse all my question and thanks for the enthusiasm shown.

Angela: SRP: please keep signing up even though there is a short time left to read. If staff members are in a program, keep your enthusiasm in check and stay at the back of the room so the children can participate in the program.

Jonathan: Reminder if anyone calls about Passports, Jonathan is available for questions. IM is available to contact him  on desktop computers at the front desk until the phone line is established. Angela has volunteered to do the recording for the phone line. Collier has made $2K so far over the last 3 weeks!

Cyrano: if we are doing an app that has been done online, please remember to redo information in CAPS and change profile name, residential status and enter ID.

Angela suggested that all staff receive feedback on their apps.

Julia: Youth Services has “Positive Pops” on their blog for entering staff who deserve recognition for their time spent with the library’s youth community. Angel nominated 3 Collier staff members for their service to the youth at Collier over the summer. They are formally acknowledged in the Youth meeting and the Manager is notified of the nomination. Melinda, Teresa and Isabel were presented with their Positive Pops from the July meeting. (see meeting notes for YA July)

See Angela for guidance to enter Positive Pops for a staff member.

A new roof is planned and closure of Collier will occur in September. Julia will update everyone when a definite date is decided.

We need volunteers for our Star Party so please see Angela if you would like to help. We will start advertising this event from August 2^nd.

7/13/2016 Meeting Notes

Summary: Lost and Found Items, Fridge/Kitchen Cleanliness, Shelving Carts, Tagging, Labels on Kits, Helping Volunteers Shelf

Written by: James Diederich 

In attendance: Angela Barratt, Julia Bradley, Melinda Campbell, James Diederich, Ashley Ellis, Teresa Eshelman, Cyrano Machey, Jonathan McFarland, Erica Moreno, Agnes Perez, Isabel Veloz.

1. Lost and Found Items

• Only use the blue box under the desk for small items (examples: USB drives, keys, etc.). Use the lost and found box in the workroom for large items. 
• Do not put found USB drives in the library computers, there could be a safety risk. 
• We do not need to hold on to found library cards. They can be disposed of in the workroom paper/card shredder. 

2. Fridge Cleanliness

• Help keep our staff fridge clean by throwing out old food and drinks you might have in the fridge and no longer want. Clean up spilled food (crumbs, drinks, etc) in the kitchen when they happen. 

3. Shelving Carts

• Keep the black shelving carts clear for shelving and do not use them for special projects. Utilize the longer wooden carts for this purpose or designate an area in the fixed workroom shelving for the project. 

4. Tagging

• Make sure all the items we process through delivery have a programmed RFID tag. Items returned to our library that are not tagged must be tagged before being shelved at Collier. We can use our "Holds Box" for double duty- place items that need to be tagged in that box as well. 

5. Labels on Kits 

• Remove the "replenished" paper from the children's kits before putting them out on the floor for check-out. 

6. Helping Volunteers Shelf 

• Give our volunteers a helping hand and make sure they are shelving correctly. 

Passport Info

click to enlarge

Staff Meeting Notes 7-6-16

Summary: Camp Wonderopolis, Passport Office, iPads, Gaming Cart Key, Workroom Computers, Shelving, Statistics

Written by: 

In attendance: Angela Barratt (stenographer), Melinda Campbell (presiding), James Diederich, Teresa Eshelman, Cyrano Machey, Jonathan McFarland, Isabel Veloz.

1. Kids Corner (Angela):

• Camp Wonderopolis: wonderopolis.org
• Wonderopolis is a self-paced online educational activity camp aimed at 3rd-8th graders; mostly written at a 5th grade reading level
• It’s totally free, kids just have to create a profile
• If kids are having a hard time getting their 5 program stickers, they can use Camp Wonderopolis to get 1. They need to either print out or show you online a Wonder card they have earned. Then in the Notes field on their account, please put "Camp Wonderopolis"
• Lunch
• Lunch officials cannot accept scratch-outs on the paperwork, so if you have to make a change, please fill out the day's info again on a clean sheet without scratch-outs or whiteout. 
• Melinda: please make a photocopy of each day's tally sheet and put it on her desk. Also make sure that you are entering the reconciliation form for each day, and ordering food when we need it. 
• SRP Updates
• We have all prizes; please let Angela know if anything is running low and she will do her best to get more. 
• For family registration, putting the child's name in the adult's profile is not enough. Please make sure that both the child and the adult have an account and that they are registered under the same username (by using the "add member" feature). 
• Please remember that awarding Program Prizes is the radio button on the person's account, not the regular present function. 

2. Passport Office: 

• Melinda would like everyone to go check out the passport office, and the area outside it. 
• Yesterday we (Jonathan) processed 6 passports! With Saturday, that brings us to a total of 7! 
• Go America! 

• Jonathan has made a sign to remind our mail carrier to pick up the passport applications each day. He will put it out on the left side of the CSD where the mail guy usually puts our mail. Please discourage customers from putting items there.
• Jonathan has also set up a temporary locked area for secure storage. It is the locking cabinet above his desk. The key is on the green key string at the front desk and is labeled "Passport key"
• Jonathan: Please remember to inform customers that the fee that goes to the US Dept. of State needs to be personal check or money order only. 
• James: Can we have an info sheet at the front desk to make it easier for us to answer customer questions about passports? 
• Isabel: Can we put a "P" on passport receipts to make financial accounting easier until we have a working passport-only drawer? 

3. Crayola iPads: 

• We are down 2 iPads at our Crayola Kiosk. The one that has been broken for some time has been replaced and IT is waiting on the purchase of a new power cord for it. Melinda reported the one with the torn power cord to IT and they will work on finding a new cord for that one, too. 

4. The Mysterious Disappearance of the Gaming Cart Key:

• Check your pockets, check your desks. We can't show toons at lunch without it! 

5. Workroom Computers 

• Please use the one on the left when possible so that the one on the right is available for processing items. 
• Make sure to log out of your employee account and log back in to "staff." (this goes for CSD computers too) 

6. Shelving

• We are doing alright with shelving, but everyone can chip in a bit more. Try taking a few handfuls at a time on your roaming hours. We want to honor Ms. Rose's legacy! 

7. Statistics 

• Keep up the good work with desk stats! 
• Please remember to enter in program stats. 
• For this new fiscal year, stats are going to be divided into J, YA, and A, so please make sure you are counting each of those separately in your program tallies. 

8. Holds Shelf

• Everything on the Holds shelf must be tagged. It is not serving our customers to leave them untagged. 
• Please also make sure that the only holds on our holds shelf are for COL.

9. Clean up/Follow Through

• In general, please put away things you have used. 
• For example: 
• put away laptops after a computer class
• clean up after you use paper cutter or if a volunteer uses it at your behest and doesn't clean up
• after delivery, make sure all of the paper/rubber bands/ anything cleaned up and put away; ensure that all items get to the proper persons that day; hang flipkits without holds up on the doghouse 

Open Discussion

• Isabel: Please make sure you are plugging the laptops back in after the customers return them. 
• Jonathan: Don't forget the sweets/nacho birthday celebration that is going down next Wednesday! 

Meeting Notes- Tuesday 06/28/2016

6/28/2016
Summary: Banned customers, Learning Link training, scanner project, notary training.

Written by: Isabel Veloz 

In attendance: Angela Barratt, Julia Bradley, James Diederich, Teresa Eshelman, Cyrano Machey, Isabel Veloz.

1. Banned Customers: There are two banned customers right now. We have both postings on the back wall, next to Angela's computer. Please take a look at them regularly to familiarize yourself with this man and woman and if you think you see them in the library, please alert Julia and/or Melinda.

2. Laptop cart anti-clutter: Please try to keep the top of the laptop cart clean and organized. Write dates on any holds you may place up there and if you have time during your desk hours, go through them and discharge items that have been up there too long so that they can go back on our shelves.

3. Notary Training: Notary training is happening soon so that notary services may begin.

4. SMM Key: Please make sure you know where the key to the smart money drawer is. If you do not know, please ask someone.

5. Reservation kiosk updates: There is a new reservation system happening at CEN right now which will soon deploy to other neighborhood libraries. New system will be here at COL soon as well.

6. United Way fridge donation: United Way is donation refrigerators to HPL locations participating in the Summer Food Program. We expect to receive one of their donations next summer.

7. Learning Link Training: There is another version of the Learning Link card coming soon where all kids and teachers will have one. Angela will be attending the training next month and will fill us in then with all of the details.

8. Annualized Pay Increases: HOPE sent out new pay increases which should start being reflected next month.

9. Houston Stands With Orlando video: HPL has been asked to create videos for the Orlando community where we read a statement. Please send any ideas you may have to Julia.

10. Scanner Project: The idea to discharge problem areas in the library (eventually leading to other areas) has been brought up. This idea is to help find any items that may be missing, not in the catalog, still on a patron's account, incorrectly cataloged, or in transit to another location. The suggestion to split areas up the same way we split up shelf reading was brought up as well as writing down all the areas and marking them off as we go along.

Any other ideas you may have are greatly appreciated. Please feel free to share your thoughts on this with Julia, Melinda, and Isabel. Thank you.


Open Discussion

Julia: One of our volunteers, Joseph, was in a car accident yesterday on his way to Collier. Thankfully, he is okay but it would be nice to get him a card to let him know we are all glad he is safe.

Jonathan: Reminder for the July Sweet Party. Looks like the suggested (and possibly confirmed date) is to have this party on Wednesday, July 13th. Please let Jonathan know what you would like to contribute.

Angela: GN in the children's area were shifted down a shelf since some children had a hard time reaching up there.

Isabel: Romance novels will be weeded to make room for the new cataloged romance novels that are now coming in with delivery. We will be keeping cataloged romance novels in their section instead of interfiling them. 

Please close down any open wizards when you are done with them on WorkFlows such as check-out and any modify window. Reason for this is that the 3-M pad is very sensitive and might accidentally check-out items to patrons and change a patron's account information.

Cyrano: Big thanks to Agnes. She has been wonderful help and tackles any and every assignment.

Announcements:

We cannot give anyone an extra SRP prize if they lose the first one.

Jonathan will be in charge of our meeting tomorrow and will fill us in on information for Passport Services.

Angela will be talking about Wonderopolis during our meeting tomorrow as well.

Summary: Summer Lunches, Pass Ports, New Hire, Programs

Written by: Teresa Eshelman

In attendance: Angela Barratt, Julia Bradley, Melinda Campbell, James Diederich, Teresa Eshelman, Cyrano Machey, Isabel Veloz.

1.Melinda:

·         Only input the stats for children and YAs online for Summer Lunches. For the adult stats, mark the total amount of them for that day on our monthly program calendar.

·         When clearing lunch, remove the currently used bag, throw away and make sure to have multiples left (ideally 3).  

2.Passports:

·         Set to start July 1^st and we are currently awaiting the furniture needed (good luck)

·         Everything will be discontinued in the Conference room as Pass ports are starting. Please do not book mtgs or hold any programs.

3.CSC Positions:

·         Isabel has been promoted and is LEAVING US for Jungman. They remain closed so we will be able to keep her until the reopening.

·         Ashley Ellis will be joining us as a CSC. She will start July 11^th.

·         Kameisha is now a full-time CSC and this will take affect July 16^th.

4. Angela:

·         Huge Kuddos to Teresa and Isabel for running the Kid Craft “Turtles” last Friday.

·         When in the children’s area please keep an eye on displays. If they are scarce, please put more on display. Preferably new Books.

·         We now have a nifty “ Do Not Enter”  sign that will be placed on the entrances into the mtg room from the workroom while programs are taking place. Please respect these and feel free to observe the program from the public entrance as to not disturb the performer. If you would like to use these for your program, Angela is willing to share!

·         Please all take care of our SRP bike prizes. Those on display are the actual prizes that will be given. No one wants a dented and scratched bike as a prize.

§  Remember there are two keys. One for the lock and the other for the tire lock. Make sure you use this so that our bikes do not become damaged.

·         We are now stamping new juvenile hard (cardboard) books when receiving them amongst the other new books. Please stamp of books. You can find the stamp in the right shelf next to the yellow delivery paper.

·         Wonderopolis: when a participant comes, please award 1 program sticker weather they completed the whole program or one section. This can be done at home or here at the library online.

Open Discussion

Julia

• ·        DO NOT open the till until all patrons have left the building .
• ·         If you have any request or ideas on Programs, please speak up so that she may contact Jennifer .

June 15th Meeting Minutes

Collier Regional Library & Learning Lab

Meeting Minutes

June 15, 2016 | 11:15am

Present: J. Bradley, M. Campbell, A. Barratt, J. Diederich, C. Machey, J. McFarland, I. Veloz, D.       Hammett

Absent: T. Eshleman, K. Smith

Meeting Stenographer: C. Machey

We would like to welcome Agnes as our Summer Intern!

1.       Bikes: OP/CP

a.       Having the bikes on display and being locked away in the evenings need to be apart of opening and closing procedures

b.      This will last until the end of the month

c.       The bikes will be stored in the locker room

d.      Nothing is to be put away before 5:30 or 7:30

e.       The key to the bike is in the desk drawer

f.        The top kid and teen reader from each branch will be rewarded the bikes

2.      Shelving

a.       Shelving is being placed back onto the schedule        

                                                              i.      There will be one roamer and one shelver each hour

3.      Accounts in Collections

a.       If an account is in collections, the total balance must be paid off. Paying a balance under $10 when in collections will not suffice

4.      Credit Card Receipts

a.       Make sure credit card slips add up to what is on the cash drawer count sheet

b.      There is a possibility of using an excel spreadsheet to help calculate totals when closing our drawer for the day

5.      Workflows

a.       There is a Workflows update happening tonight. Let’s help remind each other not to turn off the computers when leaving this evening

6.      Stats

a.       Do not forget to record stats for programs and questions on the desk. Also remember that Summer Food is a program, so remember to record those stats as well

7.      Kid’ Corner

a.       Angela updated us with stats from recent programs. The turtle program had a total of 131 attendees. Also the craft that was done last week had a really good turnout

b.      The level 5 prizes are available. There are two types of Chipotle meal coupons. There is one of kids and one for teens. The age of 12 is the cutoff for the kids

c.       Angela gave kudos to Agnes for creating signage in order to help in Summer Food distribution.

d.      There has been some shifting in the teen area. If there are any questions about the new location of things, let Angela know

Open Discussion

·         Cyrano: Remember the correct placement of the hold labels on material. The wrappers should ideally be an inch above from the bottom. With books, the label should be right above the call number. For AV, the bottom of the label should be right above the thick white part of the item

·         Jonathan: Passport forms are available for the public

·         Isabel: A roamer for the first hour was requested, and also an announcement regarding the location of our meetings

·         James: Please remember to keep serials net and straightened

·         Julia: Kudos to Jonathan for helping out a customer whose car was towed. Also kudos to Isabel for shifting the adult fiction section.

·         Young Aspiring Professionals will be here today

·         We flip kits are returned, we are to now use the new checkout

·         Remember to log out of your Smart Money

·         Djuina: Two CSC were found to replace the vacated positions here. Ms. Rose former position is going through the reclassification process.