Collier Staff Meeting Minutes, September 2, 2015

Collier Staff Meeting Minutes

September 2, 2015

Present:

D. Hammett, M. Siboldi, J. Bradley, C. Machey, T. Eshelman, J. Diederich, I. Veloz,

R. Siegel

Absent:

K. Smith

·        New Staff

1.      Collier is pleased to introduce our two new staff members. We welcome aboard Monica Siboldi as our Customer Service Supervisor, and Kameisha Smith as our new PT Customer Service Clerk

·        Monthly Reports

1.      Monthly reports are due on September 5. Since this date falls on a Saturday, they will be due by Tuesday, September 8^th. Djuina is out of the office on Tuesday, so Wednesday is the absolute latest to turn them in

·        Training

1.      Designated Collier staff are training Carnegie’s staff

2.      Monday Djuina went over databases and ILL, Wednesday Monica and Cyrano went over Sirsi and library card applications, and Friday will culminate with Customer Service Training

·        Statistics

1.      Stats are lacking

2.      Guestimate the number of questions you were asked during your hour while helping the public

3.      Remember to plug in numbers for outgoing holds, in-house holds, paging, and delivery on the stat sheets

·        Combined Municipal Campaign (CMC)

1.      CMC is a city wide annual fundraiser

2.      Dr. Lawson has designated for Friday, October 30^th  for a fall festival to be held

i.                     If that is you day to work, you are expected to be in attendance

ii.                   HPL locations will open at 2 to accommodate this event

3.      CMC Coordinator is needed

·        Attendance & Punctuality

1.      Notification of taking off in 24 hours or less is considered as unscheduled vacation time, which will negatively affect your HEAR score

2.      Rule of 7 applies. You are not late until a red box shows up on your timecard

·        Outreach Kits

1.      Red Suitcases have arrived

2.      Red HPL shirts are need for outreach events

i.                     Buying Shirts from Financial Services are an option

·        Citizenship Corner Display

1.      We need to have a Citizenship display ready by September 17

2.      Brainstorm ideas to present

·        Meeting Room Policy

1.      New Meeting Room Policy has been approved

2.      Current Meeting Room Policy is still intact until further notice

3.      These are some of the things that are new for our meeting rooms

i.                     There will be a $25 fee for food (not including light refreshments)

ii.                   Setup and breakdown falls upon the meeting room renters

iii.                  The event must be open to everyone

iv.                 We will provide no electronic equipment

·        Open Discussion

1.      During opening procedures, pull out both computer cabinets and plug them up. Be sure to unlock the cabinets

2.      When processing a library card, be sure to ask if the registrant would like a voter’s registration card

3.      Lean 6 Sigma training is a requirement. The training must be completed by December 1, 2015

4.      If you are scheduled to attend training, please cancel at least 48 hours in advance if possible. Extreme emergencies are the only exception

5.      Computer Cards

i.                     You can give out computer numbers as long as the card is not expired and the user has photo id

ii.                   If card is expired, you can no longer give out the number, a new card must be purchased

iii.                  If they patron has an expired card, but still has the physical card in their possession, you can issue a new card free of charge.

iv.                 If the Patron wants a new card, charge them the replacement card fee

6.      If you are stationed at Self-Check, please remove the hold labels for the patron

7.      If you have insurance through the city, the health assessment is due by October 31^st

Weekly Meeting Notes

Collier Meeting Notes

August 19, 2015

Present: D. Hammett, J. Bradley, C. Machey, T. Eshelman, J. Diederich, I. Veloz, R. Siegel

Absent: S. Pope

·         Holds Printer at Desk

1.      Cyrano did demonstration on how to use both printers for circulation.  See him if you have any questions. Instructions are forthcoming

·         Meeting Rooms

1.      The policy on meeting rooms can be found on the intranet. For your convenience, I have included the link https://hplnet.houstonlibrary.org/polandpro/pol-1_2.pdf

2.      Library programs trump all other meetings but voting

3.      For reservations, it is a first come, first served basis

4.      Meeting rooms need to be vacated 15 minutes before closing

5.      Youth functions must have adults, and adult must sign the contract

6.      Djuina will conduct training on meeting rooms

·         Interlibrary Loans (ILL)

1.      Don’t forget to offer customers the option of filling requests through the ILL system

2.      Remember to confirm with the customer where they would like to pick up their hold

3.      Be mindful of catalog status of items. If an item is marked as “Repair”, the ILL system still reads it as if it is in the system. In this case, call the ILL department downtown and ask them to push the item through

·         New Staff

1.      Monica Siboldi will start Monday, August 24 as our Customer Service Supervisor

2.      Kameshia Smith will start Tuesday, September 8 as our PT Customer Service Clerk

·         Open Discussion

1.      The Customer Service Desk should be the only seat occupied. Self-Check person should be standing 

Staff Meeting Notes August 12, 2015

Collier Weekly Staff Meeting

August 12, 2015

Present:          D. Hammett, S. Pope, J. Bradley, C. Machey, T. Eshelman, I. Veloz, R. Seigel

Absent:           J. Diederich

·        Open Carry

1.      New Texas law approved by the 84^th Legislation that will go into effect January 1, 2016

2.      Currently you cannot openly carry with permit, but the new law will change that

3.      The weapon must be secured

4.      Staff cannot carry weapons into the building, but weapons can be left in the vehicle

5.      We cannot ban people if they’re not licensed, nor can we make them show proof

6.      There is a paper copy of the new legislation on the table in the staff area

·        Closing the building

1.      In case the building has to close, there two options:

a.       Help out at nearby locations (Strongly Recommended)

b.      Take vacation time, and leave for the day

i.                    Doing this will result in unscheduled vacation time and will affect your HEAR score

2.      It is still a possibility that you may get called back to work if the building is repaired before the close of business

3.      The person in charge must make decision to close. Just you best judgement, and if there is an doubt, contact Djuina immediately

a.       The person in charge must monitor calls\emails about the situation. Also the person in charge needs to know how the staff is reacting to the closing of the building; meaning what locations staff members are reporting to, and have their numbers to contact them

·        Roaming

1.      The purpose of roaming is to be visible for our customers, but to also look for safety hazards and\or people violating library policy. Some examples include, but are not limited to; sleeping, eating, and running power chords across the floor, etc.

·        Fax Services

1.      Closest place to fax is Foodtown (located on Antoine & Pinemont)

a.       They fax pages locally and long distance foe $1 per page

2.      To fax using HPL

a.       Acres Homes can send local faxes only

b.      There is no confirmation sheet given

c.       Scanning pages can also be done at Acres if the patron has a jump drive

3.      Faxzero.com is also an option. You can only fax from online if the document is not a hard copy.

·        Sara’s Last Day

1.      Sara’s last day will be August 28^th

2.      She will report to Central on the 31^st

3.      The Children’s Librarian position will post in a few weeks

·        Monica’s First Day

1.      Monica Siboldi will be joining our staff as the Customer Service Supervisor. Her first day will be August 24^th

·        Open Discussion

1.      Monthly Narratives are due by the close of business today

a.       From here on, they will be due by the 5^th of every month

b.      Monthly narratives are used for HEAR evaluations and to contribute to the monthly building report

2.      Kitchen renovation should be done by October

a.       We are waiting on the start date for the renovation

b.      The kitchen will be closed to us, but the refrigerator and microwave will be accessible to staff

3.      New tables and chairs for staff lounge are coming soon

4.      Budget from spaces is available

a.       Yellow – pending (on the list to get done)

b.      Green – if there is a check, that means it is completed. If there is no check, it is still in the process of finishing

c.       Blue – pending    

d.      White – Haven’t decided on yet

5.      Be on the lookout for missing teenage girl. The case is open with HPD. See Djuina if you have any questions

Patron lost a red drawstring backpack in the building and is looking for it.                                                                                                                                                     

Weekly Meeting Notes 8-6-2015

Collier Weekly Meeting Notes

August 5, 2014

Present: D. Hammett, J. Bradley, C. Machey, T. Eshelman, J. Diederich, I. Veloz, R. Siegel

Absent: S. Pope

·         Monthly Reports

1.      Monthly Reports are coming soon

2.      Djuina has a sample of a report, and will send them out via email

3.      Some things to include in your reports are: programs, application numbers, shifting, weeding, and examples of great customer service

·         Closing Announcements

1.       Closing announcements will start at the top of the hour. They will follow up with one at the 30 minute mark, 45 minute mark, then the 5 minute mark

2.      There will be slight alterations to the current closing announcement in place

3.      Remember the invitation to call for a ride is exclusively extended to children.

4.      Use judgement for adults needing to make phone calls.

·         Discharging Items

1.      Discharge items only under the common tasks tab

2.      Only use Discharge Bookdrop for items that are in the bookdrop

·         New Holds Wrappers

1.      Please see Cyrano regarding any questions about the hold wrappers or new printer

·         Flip Kits

1.      There is no limit of flip kits checkouts

2.      Upon return, send back to CMH for refilling

3.      Make sure the mesh bag, clear cases, and book are present upon return

Collier Meeting Notes, July 22

Collier Staff Meeting Notes

July 22, 2015

Present:          S. Pope, J. Bradley, C. Machey, T. Eshelman, J. Diederich, I. Veloz

Not Present:  D. Hammett & R. Siegel

·         Camp STREAM

1.      Registration for Camp STREAM ends this Friday, July 24

2.      Let’s continue to strive to fill all 75 spots

·         Youth Blog

1.      There is now a Youth Blog available on the Neighborhood Library’s blog

2.      You can submit suggestions and feedback about youth services. You have the choice to make your identity known or to be anonymous

·         Summer Reading Program

1.      Continue to keep getting kids signed up for SRP

2.      The Dash and Dynamo tickets have been replenished

·         Collection HQ Training

1.      Collection HQ Training will be here next Friday, July 31, 9 am

2.      Three hours of training credit will be received for attending

·         Door Count

1.      Door Count officially starts July 26. For our location, we will begin Monday, July 27

2.      Remember to put our carts so that out materials can be counted

3.      Djuina will incorporate DC into the schedule. That person will record the door count at the start of that hour

·         Laptops Guidelines

1.      To check out a laptop, patron must have:

a.       Library Card older than 30 days (must have actual card)

b.      Valid (not expired) ID

c.       Have no fines on the account

d.      Fill out the contract

2.      Be sure to verbalize when time of equipment is due back

3.      Be sure to discharge equipment upon return

·         Computer Time

1.      Extend time in thirty minute intervals

2.      You can still extend time if they’re computers available in the teen area

·         Open Discussion

1.      Gail Ibarra will conduct training on serials here on August 14 at 9 am. Two hours of training credit will be received

2.      DS checkouts

a.       There will be a divider in the brown box indicating which games are checked in or out

b.      Make sure to check games back in

c.       If a youth is checking out a DS, it’s one game console and one game

d.      If an adult is checking out a DS, adult can check out multiple consoles and games

e.       Remember to remind patrons that the DS’s and accessories are only for library use only 

Meeting Notes July 15, 2015

Collier Weekly Meeting Notes

July 15, 2015

Present: D. Hammett, S. Pope, J. Bradley, C. Machey,

               T. Eshelman, J. Diederich, R. Siegel, I. Veloz

·         Tagging Items\Self-Check

1.      There are quite a few items that are getting by untagged

2.      Tag as you go

3.      There will be a small cart at the circulation desk of untagged items to rest at until they are tagged at a later time

4.      If you do place items to the side to be tagged later, remember to tag them

·         Camp STREAM

1.      We have 23 kids registered for Camp Stream

a.       Keep promoting the program

b.      We are in second place among the regional libraries

c.       Continue to sign up people for the Summer Reading Program

2.      Registration closes Friday, July 24

·         Checking in new materials

1.      When checking in new materials, be sure to scan them under ‘receive transit’ then discharge the items. Once you discharge them, the status of the item switches from a floater to a Collier item

·         Holds

1.      When shelving holds, shelve by alphabetical order then by expiration date

a.       Items are shelved left to right, starting with the older expiration date to the more current

·         Training Moment

1.      Cyrano briefly went over how to properly add an item to the catalog so that it can be checked out. Please review Item on The Fly handouts given in today’s meeting

2.      Also when doing a youth card, under the address tab, enter the care of name as last name first, no comma, then the first name

·         Open Discussion

1.      Flip Kit Surveys

a.       Place surveys on Sara’s desk

b.      Do no place them in the same tray as the laptop agreements

2.      Let’s Clean up

a.       Youth Services are having a meeting here next month, and the monthly manager’s meeting is here is September. Let’s declutter our work spaces, and put our best foot forward for upcoming events being hosted here at Collier

3.      Summer Food

a.       Inspectors are roaming summer food venues

b.      Let’s maintain the level of service we have been providing

4.      Closing Announcement

a.       Please submit ideas to compile for the closing announce. We want the same announcement across the board.

5.      Book Sale

a.       Big thanks to Ms. Rose for condensing and reorganizing book sale!