November 2017 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

November 21, 2017

In attendance:
M. Ryans
R. Robinson
D. McLaughlin
J. Lopez
T. Wade
A. Lee

Topics:
Team Meeting
Managers Meeting
Staff Discussion

First Topic: Team Meeting Highlights

• The new reservation software, Envisionware, has been installed at HIL/RIN
• Has mobile printing and customers can reserve computers from home
• Patrons do not have to name print jobs as they are identified by library card number or guest pass number
• Printer takes credit cards, cash, and coins
• Harvey hours: Don't expect Harvey hours to change very much going into the new year. (Working to show that the library is utilizing staff by providing extend hours of operation, programs, events, etc.)

Second Topic: Managers Meeting Highlights

• Time and Attendance
• Kronos Rule of 7 (the seven minute "grace period") for timecards is being done away with. Eventually we will move towards another method in which after a certain number of minutes you are counted as tardy despite what Kronos says.
• This means that, moving forward, you are expected to punch in and out as you are scheduled. If you are scheduled to work at 9AM, you are expected to punch in at 9AM.
• To account for extenuating circumstances (e.g., staff signing in at same computer, page reloading, computers powering up, etc.), there will be a window of time (probably no more than 2 minutes) but anything else after that will require an email stating why you are punching in late.
• Consistently punching in late (e.g., punching in at 9:05AM vs 9:00AM will count as clock rounding, even if Kronos does not display a red box. Clock rounding is subject to disciplinary action.
• Attendance and Punctuality matrix will be revised.
• Please remember that missed punches count as tardies too.
• Remember to take your time when reviewing your timecard and writing emails about your timecard. You have time scheduled for "emails", of which reviewing your timecard is including during that time period.
• Know COH and HPL policies! Remember that managers are supposed to be looking at patterns regarding tardiness and call-outs. Any observations or concerns regarding attendance and punctuality will be reflected on WPR and HEAR.
• Relevant policies:
• Administrative Procedure (AP) 2-4: Electronic Timekeeping Policy
• Administrative Procedure (AP) 3-11: Absences
• Mayor Turner's Memo: Absenteeism and Sick Leave Usage
• Brainfuse: Please promote this service to all customers, especially since it is now offering tutoring services 24/77. We should be promoting this service during our customer interactions and especially in our programs, computer classes, and outreaches. 
• There will be mandatory training for all staff.
• Communications is working on branding and publicity.
• Wellness: Please remember to keep track of your wellness points by going to myCigna to see the requirements and where you are in reaching the 100% required to get the discount next year.
• Last date to get 100% is February 2, 2018.
• Book Vending Machine: Jet Blue is providing HPL and NE MSC with a book vending machine. The books will be delivered on Wednesday, and the machine will be delivered and set up on Saturday. An event will be held at the NE MSC on Tuesday, November 28th ("Giving Tuesday") from 10AM-12PM.
• Staff will be expected to restock vending machine with books as items get low.
• HOPE Leave: An email was sent out to all staff regarding the donation of vacation time to the HOPE Leave Pool. If you do not want to donate an hour of vacation, you need to go to ESS and select the option to decline. Deadline is Thursday, November 30th.
• Staffing Changes:
• Kallie Benes is leaving 12/01. Mary Wagoner will be interim Youth Services Advocate.
• John Merullo is the temporary manager of Central in the absence of Paty and Helena.
• Leroy Johnson is retiring at the end of the month. The position will be posted as a Library Service Supervisor.
• Maggie Sepulveda is retiring at the end of December. Position will post as LII.
• Manager position at YOU will post as LIII; Laurie Covington's previous position will be posted as an LV and will be a liaison to Organizational Development, Youth and International Services.
• Christmas Holiday: Even though we are off Saturday, December 23rd, and Sunday, December 24th, those days are not being counted as holidays. The official COH holidays are Friday, December 22nd, and Monday, December 25th, so all staff will work a M-F schedule and no holiday hours will accrue.
• Winter Reading Program: New reading program; staff will use Beanstack to sign up customers and log their times.
• Since supplies are extremely limited, they do not want us registering schools (focus on in-house customers and small groups).
• Program starts December 20th
• Kids can collect prizes beginning January 2nd through January 13th
• Focuses on getting children to read ten minutes a day for ten days during winter break
• Kids get a lollipop for completing the program
• Book Bowl: Promote!

Third Topic: Staff Discussion

• "No" Log: Administration is asking us to start documenting any questions received from customers in which the answer is "no". For example, if a customer asks if we do resumes - place request on log. Log can be found on blog under Staff Forms and Guides.
• Statistics Sheet (Revised): Stats sheet has been updated to reflect MSC's request for the number of referrals we make in a month. Updated statistics sheet can be found on blog under Staff Forms and Guides.
• Mark Items: We should continue to scan any items removed from shelves in the Mark Items wizard. Again, those numbers showcase how the mini-branches are being used.
• Shelving: Moving forward, best practice is to shelve items as they are returned. Please do not leave items on desk for another staff member to shelve. 
• Floating: If shelves are tight, let a supervisor know so that someone can be scheduled to float items out.
• Schedules: Staff will begin rotating between locations starting in December.
• Minimum once a week for each staff
• Allows staff to get familiar with both MSCs (allows us to step in for one another in each other's absence)
• Programs at Lakewood NL will start in December
• Computer classes in the re-entry lab at Kashmere NL starts in December too.
• Staff Development Week
• Will be during the week of December 4th (12/04 - 12/08)
• There are six trainings/webinars staff must take. Four are mandatory trainings and staff can select two electives.
• Trainings will be held all week, with a bigger team building session being held on Friday
• Staff must sign in for each session. 
• Failure to complete trainings can result in PID or other PCAP action
• Arrangement for grouping: do team building in-house, take lunch, then go to 5th Ward MSC to do team building exercises with all employees under our Senior Manager.
• Staff will meet at the MSC at 1:30PM and team building activities will last from 2PM to 5PM
• No vacation time will be approved. If vacation time is necessitated, I have to let Pedro, Liz, and Laurie know the reason why
• Holds: Clear holds lists for both locations are being posted on the Intranet. Staff will be scheduled to do this in the mornings. On Fridays, we'll begin again to scan all holds to be sure none are being missed (Clear Holds table is back on stats sheet).
• Customer Service: Please remember that customers come first. Please be sure you are being attentive to them and addressing them as they come into the offices or rooms in which we are working.
• Assistant Manager Survey: Ruby has been with us for six months. Staff will have the option of giving her a review on how she is doing
• Good News: 
• Both locations will be receiving hot spots. Some will be set aside for staff use; the rest will circulate to customers
• Both locations will be receiving 100 children items. This will require weeding/floating/shifting collection so be prepared for it.
• Staff did an amazing job in October in regards to maintaining programs and outreaches.