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.

Staff Meeting Notes 06/08/2016

Summary: Passport Forms, Empty CSD station, Summer Interns, SRP updates, FLIP Kit demo, 

Written by: Melinda Campbell

In attendance: J. Bradley, M. Campbell, A. Barratt, C. Machey,T. Eshelman, J. McFarland.

Julia:

The Passport application forms at in the workroom, behind Jonathan’s desk. Please give to customers who need them. Remember to direct questions to Jonathan if needed. A big thank you to Jonathan for all his hard work for Passports.

CSD station: a conflict arises when a customer wished to pay for fines or book sale and the CSD is not free. Should we change CSD to 3^rd chair and leave the middle station free so we can process payments when needed? All agreed to a trial run for a week and will discuss the result at the next meeting. Thank you Jonathan for another great observation!

Summer Interns will be here from next Monday. Angela may train both to sign up customers to Summer Reading Program and they can also teach the customer how to sign up online via the OPAC.

Angela:

Reorganization of kid’s room: board books are now ALL in the wooden READ case against the wall. Please try to keep Spanish board books in the left-most section and holiday in the right-most.

English language uncatalogued picture book paperbacks are in the couch holders. English language uncatalogued easy reader paperbacks are still by the beginning readers, and Spanish language uncatalogued paperbacks are still by the other Spanish books. The elephant is now home to all of the dress-up clothes. If anyone has any to share, we would love some more costumes.

When possible, please discourage kids from wearing the costume pieces into the bathroom.

In progress: I am working on labeling the toy shelves so that it is easier for customers and staff to put the toys away. I am also working on a big sign that will give guidelines for use of the kid’s room. I appreciate your patience with our kids; think of how much they are learning and growing!

Program update: SRP Kickoff; big thanks for help with wave of registration, Para los Ninos went well, big thanks again to Isabel for helping and supporting our Spanish-speaking community.

We’ll want to order more lunches for Tuesdays since people will come after the program.

Registering

·         Please do check for duplicate accounts when possible.

·         Signed up last year: advantage is that it prepopulates the information given last year.

Family Registration:

·         Families must be signed up with linked accounts (use the “add member” feature); because clicking on the yes button on the Family Participation line doesn’t automatically sign up the family as participating in the family program.

·         Linked accounts only have one username and password. If someone wants to look up their username, you can do that in Summer Reader/Evanced. Find their account, click on the person icon you would use to edit a note. The username is a box near the top, and there is a button that says “Change Password.” NOTE: this only works on the account of the “managing member”.

·         It doesn’t matter which one you sign up first, just make sure to choose the correct program when the popup window appears.

·         Adults get the registration prize (museum pass) regardless of whether they are signing up as a family or just as a single; award the registration prize in evanced just like when kids get a book.

·         The catalog computer can access the summer reading page, so you can direct people over there if they want to log individual titles, or feel free to use it to show people how to log from home if they are interested. Also if the desk is busy, someone could register on it.

**If people register at home or on the catalog computer, someone will still have to go into Evanced/Summer Reader and award the registration prize**

·         Please feel free to grab more yellow calendars and/or log books from the counter by my computer. I will be keeping tabs, but let me know if we are getting low on registration prize books.

·         As of today we still do not have prizes beyond the registration prize. Level 5 prizes should be on their way this week.

FLIPkit Check-in: **EFFECTIVE on Monday**

Make sure the book is inside, discharge, check out to COL-REFURB, put in delivery with a note that says “to CMH” like we did before.

Open Discussion:

Teresa: Please put discards in overflow bin but change it out when it reaches the top. It was overflowing today!

Julia:

Book Sale: There is a sale for paperback, 2 for the price of 1 on the carts. Also there is Spanish and some hardbacks on the cart for a special price.

Anti-Clutter: Julia is in the process of doing some anti cluttering in the Workroom at present. If anyone has a spare 15 minutes, please take the time and do cleaning up. Thank you in advance.

With everyone’s input, we are coping well with all the shelving that Summer Reading brings.

Thank You to all for your valuable ideas.

May 25 Meeting Minutes

Weekly Meeting Minutes

Collier Regional Library & Learning Lab

Present: J. Bradley, M. Campbell, A. Barratt, J. Diederich, C. Machey (Stenographer), J. McFarland, T. Eshleman, I. Veloz, R. Siegel, D. Hammett

●       Fire Plan

○       Julia thanked both teams for creating a fire escape plan. The winner will be announced next week

●       Holds Shelf

○       Be sure that we are not putting items on the hold shelf that belong to other locations

●       Roaming

○       Three people should not be at the desk. The only time the third person should be there is when actively helping a customer

○       If there is no shelving that is to be done during your roaming hour, see Julia or Melinda if you need anything to do

○       Weeding, shifting, etc are welcomed to get done during your roaming hour

■       As it relates to weeding, you can start with items that change currently

■       If you would like to weed a section, let someone know. Teresa is the point of contact

○       ANYONE is welcome to shelve

●       Refrigerator

○       Saturday has been designated at refrigerator clean out day

○       If there is anything you want to keep passed the clean out date, date it

○       Also let's keep the microwave clean

●       SRP and Upcoming Events

○       SRP starts next week

○       Bubble Bonanza is also coming up

○       June 3 at 2:00 has been designated as the kick off to SRP

■       There will be media coverage and a possible former NFL player to be in attendance

●       Nachos

○       4:15 is the designated time to each nachos celebrating Kameshia’s birthday

●       We love you, Ms. Rose

○       Today was Ms. Rose’s last meeting with us. Tomorrow will be her last working day 

Open Discussion

●       Delivery

○       Person sending should sign receipt and delivery form

●       Newspaper

○       If you see newspapers upon entering the building in the mornings, place them on one of the countertops in the staff area

○       The person doing opening procedures should stamp newspapers, switch out the older date for the current date, and place the older copies on the designated shelf in the staff area.

●       Library Cards

○       Be sure to update wrong practices of older cards when renewing or replacing

●       Kid’s Corner

○       There is a Star Party planned for August

○       Star snack and star crafts are solicited

○       Weed paperbacks in teens (completed at the time of notes typed)

○       The paperbacks are getting interfiled with the fiction

○       The bottom shelves in teens are now being used (also completed at the time of notes typed)

MAY 18, 2016

Summary: Angela's Birthday,Fire Plans,Program Location, Communication, Welcoming Jonathan

Written by: Teresa Eshelman

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

1.Fire Plans

1. Group 1 ( James, Isabel and Kameisha)

• Divide the library into 3 section: Adult, Teen and Kids.
• Adult and Teen- Staff in Passport, Conference Room and CSD
• Kids Are - Shelf- Check staff and staff in the workroom
• Meeting Room area and upstairs storage unit- workroom area staff
• Exit points should be those that are convenient
• James says " Don't Fight the Fire!

       2. Group 2 ( Angela and Cyrano)

• Self Check- will be responsible for the Kids and Teens area, those out front or staff
• Roamer- move teens and adults out back
• the CSD person left would call 911 and check restrooms
• The 4th staff member will also check mtg rooms
• Future mtg place should be the Recycle bin instead of the Dumpster
• noticed that one exit door is not wheel accessible  
• Julia informed us that there is no fire pull and the key to open the door is the same as our regular key.

       3. Melinda suggested when calling the Fire Dept we keep record of time as well as when they arrive and the fire was noticed.

2. Programs

• All programs will be held in the mtg room
• Melinda and Julia will give ample time to set up and break down
• Please be considerate and clean up after your self

3.Planning Time

• Melinda has given everyone empty spaces on the schedule.
• Email what assignments you need to accomplish
• Juia reminded people to respond to an email and tighten our communication

Open Discussion

Welcome Jonathan!!!!- he has made fliers about Passports so that we can become familiar. These are located at the CSD.

MS. Rose Retirement party will be held this Friday, May 20th.....

Staff Meeting Notes 05/11/2016

Summary: Summer Food Program Training, Rose’s Retirement Party, Teen/Child Area, Study Area in front of Conference Room

Written by: Melinda Campbell

In attendance: Julia Bradley (presiding), Angela Barratt, Melinda Campbell, Teresa Eshelman, Cyrano Machey, Rose Siegel,

1. Summer Food Training: Just a short walk through for Summer Food Program. The Daily Meal Count Form is the only written form to be done daily as all other information is to be done online at the website
http:/cohweb.houstontx.gov/SummerFoodOrder/login.aspx

Website has been bookmarked on the three computers at the front. The daily order, meal served and balance worksheet will be online.

Food program starts May 31^st so we will have to order on Friday 27^th.

The person who is scheduled to be the Site Supervisor for the day will be in charge of placing the next day’s order. No orders placed on Thursday as we do not serve lunch on any Friday.

The Daily Meal Count Form will be filled out as the meals are handed out. The Summer Volunteers can help the children unwrap the lunch box and help the children place any items that they do not want on the Share table.

Parents/ guardians  may eat with the children as long as they bring their own food.

Please encourage the children to use the Share table for any food item that they will not eat. Ice chest will be used to keep milk cold at the Share table.

Use the previous day’s meals first and these will be marked with date received. Any meals from previous day that are not used are to be thrown away.

Each day the Daily Meal Count form and the delivery slip will be picked up by the Community Relation rep. Please copy after they sign the form. ( we will assess this in the first week to see if this is possible).

All paperwork for this program will be kept at the front desk between SC and CSD.

2.Rose’s Retirement Party will be May 20^th at 10:30 A. All are welcome!

Open Discussion

Angela: Teen and Children’s Area. Please ask adults to vacate areas if they are not supervising any children/ teens.

Please sign post the desk in front of the Conference Room if being used for Study area. We will have a sign behind the desk. Place the sign on the table ten minutes prior to the time needed so we can make sure the area can be used for the relevant participants.

Staff Meeting Notes 4/13/2016

Summary: Summer Food Training, Enterprise/e-book catalog update, Children's Book Celebration contest, Camp STREAM, Ordering supplies, Job Search Skills Seminar, Paperclips for IDs, Pinemont Pep Talk, New SLSS at Collier, New passport agent at Collier, Volunteer Award Ceremony 

Written by: James Diederich

In attendance: Julia Bradley (presiding), Melinda Campbell, James Diederich, Teresa Eshelman, Cyrano Machey, Rose Siegel, Isabel Veloz

1. Summer Food Training

•  Please sign up for Summer Food Training. Everyone needs to be trained to we can sign for deliveries and have coverage flexibility. Choose a remaining date/location highlighted in the packets given out this morning and email Julia. 

2. Enterprise/e-book catalog update

• E-books can now be checked out directly from the Enterprise system. See handout for training and tips on this new feature.

3. Children's Book Celebration contest

• K-6 aged children to "create an imaginary friend to take a picture with the imagine poster". Julia showed how to use the Insta-Booth app, in which we will take the picture with. Please let Julia know after you have taken a picture. Rebecca Denham is the main contact person for this contest outside of Collier. 

4. Camp STREAM

• Starts the beginning of August. Included in our packet was a list of materials we can start collecting to help out the Camp Stream/community engagement team. Those materials were:

-Newspaper

-Empty water bottles

-Cardboard

-Empty baby food jars

-Corks

-Boxes

-Empty 2-liter bottles

-Cereal boxes

-Hangers

-Plastic bags 

5. Supplies

• Laurie is doing a large office supply order. Let Julia know by the end of next week if you need anything in particular. 

6.  Job Search Skills Seminar

• For teens. The seminar will be sponsored by Work Force Solutions at Collier on April 23rd. 

7. Paperclips for IDs

• We can start using coated paperclips to clip the patron's ID to the paperwork while they check out a laptop. This will prevent the IDs from getting scratched. The coated paperclips are in a clear container on top of the laptop case. 

8. Pinemont Pep Talk

• Collier will be short on staff next week. The schedule will be streamlined during this time for coverage. ASZ and meetings will not take place during this time. 

9. New SLSS at Collier

• James Diederich was selected as Collier's Senior Library Service Specialist. [We're very proud of James and looking forward to all the exciting things he will do! - JB]

10.  New passport agent at Collier

• Collier is pleased to welcome Jonathan McFarland as our full-time passport agent. 

11.  Volunteer Award 

• Remind our volunteers of the great work that they do. Collier's volunteer Miguel Leon won the volunteer award. [Thanks to Cyrano in advance for helping out at the Volunteer Appreciation Awards Ceremony! - JB]

Open Discussion

Juila: Microsoft Lync equipment will be installed to one of our workroom workstations so we may have the capability to have video conference meetings. Speak to Julia concerning your ideas of which computer would be the best choice for this. 

Melinda: Please remember to record the attendance statistics for meeting room events. If a patron is booking our meeting space for auditions, let that person speak to Julia or Melinda to book the room. 

Staff Meeting Notes 3/30/2016

Summary: Icebreaker, ASZ Assistance, Open Enrollment Reminder, HOPE at Collier, Open Discussion

Written by: Julia Bradley

In attendance: Angela Barratt, Julia Bradley (presiding), Melinda Campbell, James Diederich, Teresa Eshelman, Cyrano Machey, Rose Siegel, Isabel Veloz

1. Icebreaker: Compliment Circle

• Julia has gotten the impression that everybody secretly loves icebreakers, so we did something a bit bolder this time. We played Compliment Circle, which is a game that involves complimenting the colleague seated to one's left. Everybody had lovely things to say about one another,

2. After School Zone Assistance

• Angela will be gone for three weeks in April. 

• James helps out a ton with After School Zone, but it would be lovely to have some back-up for After School Zone. 
• Melinda offered to provide back-up. Thanks, Melinda!

3. Open Enrollment Reminder

• Open Enrollment ends on April 13th, 2016. Don't forget to check in on your health care plan before then.

4. HOPE at Collier on Monday, April 4th from 10AM - 12 PM

• If you need any additional time to talk to them, please let Julia or Melinda know.

Open Discussion

Djuina: Texas ranks #47 out of 50 states for library funding. Given this fact, it's amazing that we do all that we do!
Melinda: We will be having catch-up time on the Fridays that everyone is here. Melinda has left the morning schedule open, and it's up to you to decide how you want to spend that time. Please see Melinda ahead of time to let her know what you'll be doing.