50 SHADES OF LIBRARIES

May 2, 2013
  At the " 50 SHADES OF LIBRARIES"  2013 Spring , there were a couple of sessions that I found quite interesting.  One was called "DOES SIZE MATTER? ROVING REFERENCE"  The libraries involved, were all heavily weeding their Reference sections by at least 60%.  If the info is online, why have it on your shelf!  Also, phone books were eliminated except for the area and closer large cities.  Making space is key!  Instead of having at least 1 reference desk,  staff  took 15 minute shifts of doing "roving reference" with headsets and IPads-walking in the stalks and asking if the patrons were finding what they needed.  If they did not need the help at that time, the staffer would be at the desk shortly if they thought of something. Don't approach patron from back or whisper.  Even if you need to go around the shelving unit, try to approach them from the front or side and talk to them in a normal voice as not to scare them and make them angry.
  Another session was called "E-COMMERCE & VILLAGE POST OFFICE AT THE LIBRARY."  The Director of a small library told of her quest for using debit & credit cards at their library, book sales, or any other library function where money would need to be exchanged.  They tried different software and came up with their present system called INTUIT.  There is a $10 minimum use, plus a 2.75% transaction fee.  People really seemed to like this service.  Also, as their village post office hours diminished, the Director fought very hard with the village clerk's help, to have the library  be a limited service post office. The library is open longer hours that the Village PO. They only sell stamps and take in prepaid packages for pickup by a postal carrier (at this time). Their debit & credit card software also works for postage stamps. They get a monthly check from USPS for the stamp sales. This is based on a formula of the sale of postage stamps from the Village Post Office (approx. 2% (if I understand it correctly).  This service is not in any way implying that the Village PO is closing.  People were horrified until they got it through their heads that the library was an additional postal service through the PO.  Yet-the Director has a place all picked out in her library lobby in case the Village PO does close someday, for the PO Boxes.  Sandi

March 2013 Staff Meeting

Thank you, Susan, for providing notes from this meeting.

SHARE News

There may be a separation from Midwest in the next couple months.  Should this occur, it may affect/increase our ILL numbers.  (Denise is training with Cheryl on the ILL process.)  We will remain with Lakeshores (Racine and Walworth Counties) so we keep Jim and Steve (computers), Vicki (ILL), Ann (cataloging), and the van service. Other counties may join Lakeshores  based on geographical closeness or similar philosophies. We will soon begin a watch on what is delivered by van to see how the loss of Midwest would affect our patrons. (Could be by the use of some sort of a checklist…)                                    

Processing problems

Problems identified include wrong position of barcodes, incorrect use of tape, incorrect placement of inside tape. Please see Sandi in the next three weeks before processing anything else. See email from Amber

Changes in the youth library

Non-fiction DVDs will now be housed separately (no longer in the shelf collection) under the biographies.

Playaways and audiobooks are on the shelves by the door. The youth VHS collection has been weeded down to a minimal number (approx. 10). Those 10 were kept because they are not yet available in DVD format. The reference and Spanish collections have been repositioned–on the shelves by the door-as well.  See the email from Katherine.

  

National Library Week-April 14-20^th

There will be surveys for the patrons during National Library week. These will be about programming ideas - what do they want and what times.  Encouragement will be offered to get them to fill out the surveys. Possible perks for patrons that week ($1.00 off fines, free disk cleaning, $1.00 off printing) will be drawn from a fishbowl when they check out.

Comment Cards

The library board wants to institute a system of comment cards. Cards and a box will be placed at each service desk.

Computer Problem Forms

Please date computer problem forms when you turn them in.Amber will get a container to put these forms in so they will get quick attention.

Discard policy

Staff must now pay for discarded books. (We used to be able to take them home to read them and then bring them back.)  Make sure another staff member takes the money for your purchase and puts it in the cash register. Suggestion:  tape the receipt to that purchase (or any Friends purchase) until you get home.

Cleaning week

Please sign up to spend some of your off-desk time cleaning.  Katherine will make a to-do- list so we know what she wants done. Both Katherine and Amber will be around if we have questions about what things can be thrown away. Heavy-duty shelving and bins may be purchased as the need is determined.

On-line sign up for the summer library program is being investigated.  

Computer Order

Along with the replacement computers we will receive this year, there will be 20 licenses for Windows 2010 (not CIRC not OPAC) and 1 license for Windows 2013.

May 2-WAPL conference at Grand Geneva Resort

Conference schedules are on the counter - please pick one up. (Thanks Sandi!)  If you have a conflicting appointment or another job, please see Amber.

NO discussion on SLP committees or cash register changes.

February 2013 Staff Meeting

New Youth Programs
Youth Services programs coming in the future will include 1000 Books Before Kindergarten, a book club at Phoenix School for 6th graders, lunchtime programs at the elementary schools, and the DDHS novel club.

Disc cleaning service
Since the waiver form and cash register departments have not been set up yet and everyone is not comfortable using the disc cleaning machine, we will postpone beginning this service until March 2.

Personnel matters
The number of hours each employee is allowed to work depends on their hiring agreement.  If anyone has questions about their limit, check with Amber.  Keep in mind that your weekday hours are adjusted down so that you don't go over your limit when Saturdays and Sundays are included.
A handout about FMLA was given to each employee.  The purpose of FMLA is to preserve your job in case you have to be off work without pay for an extended time due to medical or health issues.  We should complete the FMLA paperwork any time there is the possibility of a lengthy absence.

Challenged materials procedure
We had a patron question the appropriateness of one of our movies this month.  In the policy manual, you will find the Reconsideration of Challenged Materials policy, which outlines the procedures to be followed when a patron disagrees with choice of materials.  A verbal complaint is considered informal and may be referred to the Library Director if available.  The patron should be offered a Request for Reconsideration form to be completed if he or she wishes to file a formal complaint.

New policies
The Release of Adult Records policy outlines when an adult patron's library records may be released to a designated guardian or fiduciary agent.
Wireless Internet Policy has been revised to require the user to enter an access code.  Codes will be single-use, and will be stocked at the Adult Services desk.
Collections letter to be sent to patrons owing more than $50

Summer Reading Program
Themes:  Early Literacy & Children - Dig Into Reading
               Teens - Beneath the Surface
                Adults - Groundbreaking Reads
We divided into committees to begin planning events for the summer reading program.

January 2013 Staff Meeting

Public disc cleaning service
We will offer a public disc cleaning service for audio, video, and game discs once a week on Saturday from 1:00 to 2:30.  Patrons will be charged $3 per disc and will be required to sign a waiver, which will be kept on file at the Adult Services desk.  The maximum number of discs per person per day will be 10, but the limit may be adjusted downward depending on workload.  Discs from other libraries may be done for the same price.

Zinio
Amber is aware of the problems with the Zinio link and will fix it today.  Zinio allows library patrons to borrow digital copies of magazines for use on their ereader or computer.

Scanner
The portable scanner has been cataloged and is ready for checkout.  Amber demonstrated how to use it; the instruction sheet is in the box and the owner's manual is in the file cabinet.

New ILL procedure
Cheryl reviewed the new ILL procedure outlined in the handout she gave to everyone.  When ILL items are checked out, use the bar code on the green card and adjust the due date to match the date on the card. Put the  When returned by the patron, ILL items will be placed in the ILL box in the circ room or at the Adult desk; DO NOT CHECK THEM IN.

How to transfer calls from the children's desk
The screen on the children's library phone has a menu that appears when you answer a call.  The transfer procedure is the same as on other phones:  select TRANSFER from the menu, enter the extension to which the call will be transfered, when you reach the intended recipient of the call, select JOIN, and hang up the phone.

Milwaukee Bucks reading challenge
Materials have been received for the Milwaukee Bucks reading challenge.  Packets to be given to interested youth are in a green bin under the children's desk along with instructions on how the program works, who may participate, and the stickers and vouchers that we give out when reading is completed.

Use of problem card
Items on hold for the Delavan Problem card should be checkout out to that card when they are received from other libraries.  After the corrective action is taken, they should be discharged.

Adult book discussion
Sue asked for a volunteer to take over some of the adult book discussions sessions.  Cheryl volunteered.

Register reports
Sue asked to have a copy of the nightly register reports put in her box.  Run the X1 report for Sue; run the Z1 report to clear the register for the next day and to attach to the reconciliation sheet.

Disc machine maintenance
Maintenance of the disc cleaning machine was discussed.  There is a list on the disc cleaning table that tells what daily and weekly maintenance should be done.  Disc machine maintenance will be added to the closing checklist on Friday.

CATALOGING COMMITTEE MEETING

At our last Cataloging Committee meeting in Waterford, on October 15, 2012, we discussed many things as usual,  having to do with the cataloging of library materials. Patron ideas never cease to amaze.  With the holiday seasons approaching, there was a request from a patron that our libraries start to catalog and "checkout" baking pans and cookie cutters!  This was a 20 minute laugh fest with all the possible scenarios as to how and in what condition these pans and cookie cutters would arrive to each library.  Can you imagine the endless number of shapes these baking pans could end up with at the end of the day with all the books being thrown on top of them in a van bin?  Or would a cookie cutter even be recognizable?  How about the cleanliness factor! Well-the vote was a resounding "NO" for being placed in the cataloging manual of "how to do's".  Thank God!  As the meetings are pretty boring and sometimes, "over my head", there are light moments when one feels a little more comfortable being there.  Sandi

The Nordstrom Way . . . Chapters 1-2

Amber's Questions:

1.  Nordstrom's is customer-driven instead of customer-focused.  What does that mean to you?

2.  What is our product and how can we ensure the highest quality?

3.  Working from the list of words in the staff room, choose 5 words that create our core values and five words that represent our procedures. (Here is the list of words:  dedication, helpfulness, innovative, customer-oriented, quality, enthusiasm, sense of humor, cheerfulness, curiosity, training, perceptive, compassion, fairness, teamwork, diversity, thoughtful, commitment, education, courteous, kind, adventurous, prudent, visionary, honesty, integrity, service.)

4.  As a staff, come up with a list of decisions that could possibly be made on the spot and ones that need to be bumped up to higher authorities.

January 2012 Staff Meeting

Homebound Program – Lindsey is the primary contact and Susan H. is the secondary contact for this program.  A binder for each participating organization is kept in the galley closet.  Applicants complete a regular library card application form and a reading preference form.  Give the completed forms to Lindsey/Susan to make the library card.  Deliveries are made by Friends volunteers, who call in advance to let us know when they need materials for a particular site.

Facebook and Blog Entries – In an effort to get more staff input for the Facebook page and library blog, a folder called BLOG-FACEBOOK has been set up on the Z drive.  When you think of something that should go on either site, write it up and put it in this folder.  Kris will add storytime information.  Jan will add tax information.

Best Seller List – Susan H. will take over the weekly preparation of this list.

In-Service Day – Friday, February 17 from 8:30 to 5 we will hold a staff in-service.  Steve Ohs will be presenting a workshop on digital devices.  We will clean computers and learn the tasks on the “things everybody should know” list. 

Items Returned with Missing Parts -  Check all returned items before discharging them to be sure all pieces are present, i.e., correct number of discs.  If pieces are missing, DO NOT CHECK THE ITEM IN.  Call the patron and tell them what is missing, that the item cannot be checked in until all parts are received, and that there may be an overdue fine.  If the item belongs to another library, hold it here for up to a week. If the missing pieces are not returned, contact the owning library to see what they would like us to do.

Emergency Closures -  If there is no power iin the morning, the library will not open.  If the power goes out during the day for an extended period, we will close.  Post “Closed” signs on the doors and lock up.  In the event of inclement weather, Amber will contact each staff member by phone.  She looks at other libraries and the school district before making a decision.  Closings will be announced on WTMJ.  We can call the Police Dept. non-emergency number to determine if we need to close early.

Supply Ordering  will be taken over by Cynthia, with Susan H. as backup.

Amazon bill goes to Janice for reconciliation before Amber gets it .

Book orders will soon be through Brodart instead of Baker and Taylor.  We will be having  mylar jackets applied by them.  

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November 2011 Staff Meeting

Vacation schedule – Amber would like to have time-off requests for half of our vacation time turned in by January 31. Vacation requests turned in after January 31 will have to fit in around the pre-scheduled ones. Two people at a time can have time off.

New time-off request form – The library will be using the same form used by the City to request time off. We will have them printed as two-part forms.

Multiple DVD sets – According to the SHARE cataloging committee, Delavan and Lake Geneva are the only libraries still circulating TV series as individual discs rather than complete season sets. Since original cataloging for individual discs puts a burden on the cataloging staff at Racine, we’ve been asked to consider keeping DVD sets together. Beginning today, we will keep multi-disc sets together. Sets with 3 or less DVDs will circulate for 7 days (item type DVD7DAY). Sets with 4 or more DVDs will circulate for 14 days (item type DVD-14DAY). Sandi will check with Ann Lininger on how to set up the records so we get circ counts for the total number of discs in the set.

Merchandising workshop – Janice shared some ideas from the Merchandising Your Collection workshop. We decided to try separating science fiction and mystery from the general fiction in the new books area. Books will be kept on the “new” shelf for 6 months. We will look for removable genre or subject labels (or removable labels we can use to print our own) to use on new nonfiction books.

Professional collection – We talked about having a basic professional collection for staff training and reference purposes. Amber suggested continuing education be a regular part of our staff meetings. We decided to begin with the Nordstrom’s customer service book in 2012, reading and discussing a chapter or two for each staff meeting. Amber will buy the books.

Magazine processing – Kate reviewed the magazine processing procedure. Date labels on the front of magazines correspond date of the issue and the frequency of publication – monthly magazines will list month and year (DEC 2011); combined issues will list both dates (DEC 2011/JAN 2012); weeklies will list month, day and year (DEC 14, 2011). Jan Olson is the primary cataloger for magazines. If you have questions about the date format, check with her.

Value Line – Our subscription to Value Line has been renewed for 2012. It is no longer necessary to record use in the front of the binder.

Other Stuff – We will weed paperback romances. Paperback romances will be taped only on the front edge and over the spine label. We talked about moving the Friends sale items over near the coffee pot or setting up a separate display area for them. The circulation desk is getting too cluttered with signs and handouts. Amber is looking for a slat wall display to hold brochures and handouts.

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October 2011 Staff Meeting

Guest passes for computer – Be sure to enter the patron’s name and save the record. This enables us to look people up by name to see if they’ve had previous guest passes or to reactivate the guest pass for someone who has a balance on their print account. Someone needs to write up a procedure for preparing a guest pass.

Reports – We reviewed the list of reports Steve Ohs set up for us. Some require action on our part.

Cheryl will take care of the Old ILL report, which runs on the 1st of every month.

The Claims Returned and Notify Via reports require staff action. These can be printed out and left at the service desk to be worked on during quiet times.

Staff Room – Everyone should clean out their shelves so shelf space can be reassigned to give new staff room for their munchies. Also, the food items on the program shelf and in the refrigerator need to be gone through and anything expired, dried, mouse-munched, or yucky thrown away.

Design for name badges – Lindsey volunteered to design name badges for us. They will be printed on cardstock, laminated, and a fastener attached.

Program Committee – Will meet Tuesday, October 25 at 4 p.m. to plan programs for January through May 2012. The Program Committee members are Amber, Sue, Cheryl, and Lindsey. If you have any ideas, let one of them know. Patrons have asked about the Stuffed Animal Sleepover which has been canceled twice, so that will be one of the winter/spring programs.

Summer Library Program Review –

Good things:

• Different participation levels for different ages
• Recording information on the registration cards instead of just a spreadsheet 
• Consistency - having a definite day for each type of program
• Advertising events on the reading record  

Things that need improvement:

• Reading sheets should have kids’ names on them
• All registration cards should be in one box
• Too complicated - random format of record sheets/passports made tracking hard and having multiple forms for the passports was too staff-intensive
• Requiring program attendance and not offering evening or weekend programs

Volunteers – Cheryl has received a request for community service from elementary school students. The minimum age for library volunteers is 13.

Amber Stuff – Amber talked about using Mail Chimp for e-mail marketing and about getting a slat-wall literature display to mount on a pillar near the adult service desk.

 

September 2011 Staff Meeting

1.  Library Cards for Homeless at Men's Shelter - Applications must be approved by Father Myrick before we can process them.  The profile type is RESTRDLVN, which allows the card to be used only at APL and only for 2 items. Set the expiration date to May 31.

We also discussed some behavior and personal hygiene issues that sometimes occur.  Amber suggested we have a card (similar to the cell phone zone card) reminding patrons of our clothing and hygiene requirements. She will find out what wording Beloit uses on their handouts.  We also may refer patrons to Walworth County Health and Human Services if there are continuing hygiene issues.

2.  Truant or Suspended Children in the Library - If we suspect a child in the library is truant or subject to in-home suspension from school, we should ask which school they attend, then call the school to report they are at the library.  The school may not be able to release information about the child's status, but will contact the appropriate family member or authority to deal with the situation.

3.  Staffing - Amber reported that two new staff members, both retired teachers,  will begin work next week:  Susan Hammerly and Kristin Gleason.

We will have a VIP employee beginning Monday, 9/19.  Colin will be trained to discharge and shelve materials, and possibly to check in the van items.  He will have a job coach with him his first week.

Kelly has given notice that she will be leaving.  October 7 will be her last day.  Lindsey has offered to help with storytime and to lead the teen book club, provided the meeting time can be coordinated with her school schedule.  If anyone would like to volunteer to help with another children's or teen's program, let Amber know. 

There will be a program committee meeting in October to decide how youth programming will be handled until a new Youth Services Librarian can be hired.

4.  Things Everyone Should Know How to Do - Here's the list we came up with:

• Order copier supplies
• Change printer cartridges
• Change register tape
• Transfer phone calls

I'll set up a Google doc for this list and as you think of things, please add them. 

5.  Other - Amber talked about the health insurance memo we each received.

As usual, if I forgot anything add your changes, additions, or corrections in the comments. 

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August 2011 Staff Meeting

1.  Policy Quiz - Amber will be conducting random quizzes on policy and procedure issues that we encounter frequently.  This is an opportunity to refresh our knowledge and discuss our questions or make suggestions for improvement.  The quiz today covered child safety, patron behavior, and meeting room use.

2.  Change of Hours - One of the suggestions offered for our library by the UW-Parkside strategic planning team was that we consider being open on Sundays.  Their rationale for this was that, as the only Walworth County library open on Sunday, we would draw students needing homework help and working parents looking for family activities.  The library board suggested we survey our patrons to see if there is community interest in using the library on Sunday.  The survey form offers two options: (1) our current hours; (2) reduced weekday hours and Sunday afternoon hours during the school year.  The survey is being taken at the library and has been sent to the DD school district for inclusion in school newsletters.

3.  Volunteer Binder - Cheryl, as the new volunteer coordinator, has prepared a binder containing all forms and information about the volunteer program.  The binder will be kept at the service desk in the Youth Services Dept.  Amber will continue to interview candidates looking to serve court-ordered community service, VIP referrals, and work-study students.  All other volunteers should be sent to Youth Services to fill out an application.

4.  List of Staff Responsibilities - Amber will email each of us the revised list.  This will be changing again as new employes are hired and trained.

5.  Library Card Sign-up Month (September) - We decided not to run any promotions in September this year.  We will take food for fines in November, and anticipate reinstating read-off-your-fines in January 2012 with a revised form, clear instructions, and a strict policy as to what reviews are acceptable.

6.  Other Stuff -

• New employees to be hired are two 20-hour-per-week Library Assistants (one for Ginny's position, one for Kate's) and one 15-hour-per-week page.
• Exceptions to the restrictions on fees and tutors in the meeting room may be granted to government agencies, including Delavan Parks & Rec, and Literacy Council tutors.
• The Library Board has formed a new committee to look into forming a foundation for the purpose of fund raising.
• Ordering will be out-sourced to Racine PL.  Item selection will still be made by Amber and Kelly, but the actual ordering will be done by Racine (which will include on-order records for our items).  Shipments will still come directly to APL.
• We are doing a program exchange with Racine -- we will do 2 programs there, they will do 2 programs here.
• We will undergo a trial period of receiving books from Baker & Taylor with mylar jackets already applied.
• DVD labels and cataloging will be changed to reflect the separation of TV series and anime from the balance of the DVD collection.  Colored labels have been ordered and we have a volunteer coming in to switch them out.

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July 2011 Staff Meeting

My notes this month are kind of sketchy, so feel free to add or expand upon anything!

Staff duties list: Amber has updated and will distribute

Volunteer jobs and patron privacy concerns: We talked about how much access to patron records volunteers should have. Volunteers are not to discharge materials, receive in-transit items, or perform any other function that allows them access to patron records. Cheryl will take over the volunteer coordinator position. We talked about having an application form and a list of jobs volunteers can do.

Patron requests in Workflows should be marked “Replied” and the date of the reply entered after they are taken care of.

Circ room errors were discussed. We need to be sure to label everything so others will know what needs to be done.

Kelly asked that the disc cleaning machine be moved from her office ASAP. She also reminded us not to use her office as a hallway. If there isn’t a program or meeting, go through the meeting room instead of Kelly's office.

Policy binders were updated.

Kelly stressed the importance of keeping the website calendar updated.

Amber is keeping the staff schedules online at Google docs. We are all able to view them and make changes.

Prioritizing tasks: Desk duties, including shelving, come before projects.

Public disc cleaning service: We discussed charging the public to clean their personal discs. There were questions about who is going to do this, how this fits into our scheduled duties, and how much to charge. We have also had problems with the disc cleaning machine. Staff felt this project should be put on hold.

Questions:  Can a library card be issued to a child whose parent is blocked with a major fine? Yes.
Can we give refunds for printing? Only on guest accounts.

DVDs are going to be divided into sections: TV Series, Feature Films, Anime, and Nonfiction.

Information about homebound services should be given to Lindsey.

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June 2011 Staff Meeting

Staffing changes – Mary is leaving to take the library director position at Clinton.  June 27 will be her last day.  At her request, her farewell party will be combined with Ginny Andersen’s on August 30.

Schedules – Will be maintained on Google Docs.  Each staff member can make corrections and changes, but they must first be approved by Amber or, in her absence, Kelly.

Internet problems due to storm – Everyone will be taught to power cycle the modem and router, which is the first thing to try when there is an Internet outage.

Flash drives ordered for summer prizes are still missing.  Staff are reminded not to open amazon.com boxes at the circ desks.  Shipments should all go to the tech room. 

Amber reminded everyone not to give out patron information on the phone without first getting the library card number.  In the case of a renewal, it is OK to “renew item” (as opposed to “renew user,” which brings up the patron’s whole record) if the patron can identify the item.

Amber will be compiling a list of tasks everyone must know how to do.  Written instructions will be provided for each task, which will be initialed by staff and filed in the policy binder at the desk.  Each of us should make her own notes.

Amber talked about the new recording video security system we will have installed.

Kelly asked about interfiling juvenile nonfiction DVDs with the books.  We decided this was a good idea.

Amber announced that we will have a community service worker for 70 hours who may be able to help with moving the DVDs.  Community service workers may store their personal belongings in the circ workroom. They will not be allowed to be alone in the staff or tech rooms.

Amber discussed a change in the State standards for 2012 that will require us to have additional staffing.  She will be attending a meeting in August to discuss what should be included in the standards.

There was a question about how reading the Bible should be reported for the adult summer reading program.  We decided that individual books may not be counted separately since the length and complexity varies greatly from book to book.  (I think the whole New Testament can count as one book; I’ll come up with something for the Old T. also and let you know. – Sue)

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Garage & Basement Clutter Course - My Notes

If you've been to a Kathi Miller workshop before, you know that there are some things she talks about at each one. I tried to skip over those, but you may still find some duplication.

* * *

To take action is the only way to take care of your clutter problem. Don’t analyze . . . do something. You have permission to rethink your belongings. Choose to let go of things you don’t need, use, or love.

Set up your house with daily flow areas and storage areas. Daily flow means things you use daily, weekly, monthly. Things used less frequently are storage. Daily flow items should be easily accessible. Storage areas should be in less accessible places, such as garage and basement.

HELP Method:
H = Honest. What do you honestly need in your life right now? You need things for your real life, not your fantasy life.
E = Efficient. What is the most efficient use of your time and energy or your available space?
L = Love. Love it or shove it!
P = Pare down. What is your minimum number or how much do you want to be in charge of?

Re-evaluate Your Belongings
1. Life as a Novel – Your life has different chapters. Your interests and activities change, as well as the people in your life. With each chapter, your needs also change. Ask yourself, “What do I need for my current chapter?”

2. Expiration Date – An item’s expiration date is the date that it stops being useful to you. Let it go when its usefulness expires.

3. Natural disaster – What would you save? Emergency supplies and things you cannot replace (photos, important papers, etc.)

4. How much is too much? More is not better; it’s just more. Your magic number is the number of a given item you need to be functional. Choose clothes you love. Give each person a memorabilia box in which to keep their special stuff.

5. Someday is not on the schedule. Don’t save things for “some day.” If you need it again, it will show up. 

For Perfectionists: 80% is perfect. If you are immobilized by fear of making the wrong decision, practice deciding!

Treat your own belongings as well as you treat those of other people.

Plan Your Project
1. Everything you own has to have a home. Ask yourself and family members: Where should this item live? Where are you willing to put this away when you are finished using it? Keep like items together in an assigned place. The floor is not an option: floors are for feet and furniture (and pets).

2. What standard of living do you want in your home? For example: easy to clean, able to entertain, easy to find things, easy to put away, safe. Set rules that help you accomplish this standard.

3. Buy shelves for storage areas that are functional, sturdy, and inexpensive. KM recommends ventilated utility shelves, plastic, 18” deep, each shelf holds 150 lbs., and you can configure them as high as you want. Available at WalMart, Target, Home Depot, etc.

4. Label everything.

Free boxes are available from hardware and liquor stores.

De-cluttering Session
1. To the extent that you are able, remove items from the area and clean the space.

2. Have 3 or 4 boxes of bags for sorting: toss, recycle, donate, keep, sell.

3. Pick up one item and focus on it exclusively, decide which box it belongs in, and

4. Put that item in the appropriate container.

5. Pick up the next item, and repeat the process.

6. Decide quickly and trust your first instinct.

7. Allow time at the end of the session to clean up. Put the donate items in your car, toss the trash, etc.

8. Put away the items you are keeping. Categorize, designate homes, label containers.

9. Schedule your next session.

Sales – Don’t do a rummage sale. Estate sale companies will do a sale of good even if nobody has died. Advertise on-line or in newspaper. Set guidelines for yourself as to how much time and money you will spend trying to sell your stuff.

Donate – Habitat for Humanity “Re-Store” takes building supplies, fixtures, furniture, paint, etc. Schools may take art, craft and office supplies. Organizations that do silent auction fundraisers also take donations. Take donations out to your car immediately after finishing a session. Keep a simple list for tax purposes and staple your receipt from the charity to your list. www.itsdeductibleonline.com will give approximate values

Create a box for hazardous waste disposal items. Put oil based paint, chemicals, prescription drugs, cleaning products, etc. in this box. Watch for the county clean sweep program to dispose of this stuff.

A work surface is not functional if you store things on it. You need the space to work. Use peg board behind the work surface and 1 shelf unit for daily flow items. Create a recharging station for tools and equipment. Treat our tools with respect.

Use hooks, nails or pegboard to hang outdoor decorations, garden tools, hoses, wreaths, etc. In the garage, daily flow shelves should be close to where you get in and out of your car. Daily flow items will probably change with the season. Assign a spot for planting supplies and get rid of what is not being used.

Where to start? If you’re moving, start anywhere. To de-clutter where you live, start with storage areas – basement, attic, garage – to create functional storage. It may be easier to decide what you need to keep rather than what to get rid of. Throw out expired food in the kitchen and pantry.

Recognize your patterns and work to change them.

Yard by yard is hard; inch by inch is a cinch. Eat your elephant one bite at a time.

Information from the workshop Simple Steps to a Clutter-free Garage and Basement taught by Kathi Miller, Clutter Coach.

May 2011 Staff Meeting

From Janice:

Summer Reading Program
All instructions for the youth program are in the folder at the Children's desk. Kelly has a calendar of all the teen and youth programs, and copies will also be placed upstairs.

All of the teen program materials, including registration forms and prizes, will be upstairs.  Teens who register for the Summer Reading Program will receive a free book.  This is first come, first served until we run out of books.

Overdue Notices Returned in Mail
Lindsey has barred the patrons who have incorrect addresses.  Do not unbar any patron without proof of correct address.  Note on patron information should say that the patron has presented proof of correct addreess, date, and type of proof (phone bill, etc.).

Waterford Workshop Report
Janice, Lindsey, and Mary attended a SIRSI workshop in Waterford on Thursday, May 12.  The morning session was devoted to setting the function keys to create cataloging shortcuts.  The afternoon session was for circulation shortcuts.  Only persons with administrative clearance can do this.  We may have a staff inservice on this with our laptops.  The presenter talked rather fast and it was difficult to take notes.  Laptops were not provided to practice.  His PowerPoint slides are available on our email site and Amber has downloaded them.

Mary and Ginny
Mary is one of 3 finalists for the Clinton Library position.  Ginny's last day will be August 30 due to Al's health conditions.  We will be having a farewell dinner at Greenie's for her.

January 2011 Staff Meeting

Placing In-Transit Items in Bins:  Be sure to sort in-transit items into the proper bins in the Circ Room.  The blue/red bins are for Mid-Wisconsin items.  Lakeshores items are sorted into two gray bins (follow the shelf labels). There is also one gray bin for items going to other library systems, and one gray bin for Racine.

Coffee Mugs:  Suburban Elevator gave us some commuter mugs advertising their business.  They will be kept in the staff room and may be used by anybody.

Patron Behavior/Incident Reports:  Amber talked about a recent theft of DVDs, saying she will recommend to the Library Board that we invest in a camera system with recording capability.  She asked us to document any suspicious or unusual behavior, even minor incidents or things we may not think are important.  Incident Report forms are located at each service desk.

Shelf Reading/Shifting:  When we run into a shelving situation where there is no room to insert a book where it belongs, Amber asked that we shift the books to make room rather than lay books on top of each other.  She will prepare a schedule assigning each of us a designated area for shelf reading, shifting, and making weeding recommendations.

Value Line:  Kate explained how to file the Value Line inserts.  (The upper right-hand corner of each item contains filing instructions.) In the big binder, "Part 1, Summary & Index" gets filed in the front, replacing the old one.  The "Issue" pages replace the previous issue of the same number. "Part 2, Selection and Opinion" gets filed at the front of the small binder and remove the one at the back.  We keep 6 months + the current month of Part 2.

SHARE Notes:  To send a problem item to the owning library, place a hold on that library's problem card, make hold first in queue, trap hold.  When cataloging material that consists of more than one item, the number of items should be put in the Circ Note field.  Lakeshores is looking into digitizing library card application forms.

Program Committees:  The following committees were formed to help with program planning and execution.  When additional help is needed with a program, a sign-up sheet will be provided.
Children's  - Mary, Janice, Myrna (Sue)
Teen - Lindsey, Cheryl, Amber (Mary, Sue)
Adult - Kate, Cheryl, Amber, Sue (Mary)

Inservice:  Amber will arrange for a speaker from the Sheriff's Dept. to do safety training and for a speaker on the Family and Medical Leave Act.

SRP:   Kelly will be receiving postcards for her summer library program teen display.  As they arrive, please give to Kelly.

Kindle vs. Nook:  There was a question about whether the Kindle can be used to download Overdrive audiobooks.  At this time Kindle is not among Overdrive's supported devices.  Nook, however, is compatible with Overdrive.  We discussed using Kindle for newspapers and magazines and getting a Nook to circulate for use with Overdrive.

From Piles to Files - My Notes

LATER = Left Alone To Eventually Rot – Don’t save things for “later” – do it now or schedule it.

Creating an Office Space and Working Environment

• Choosing the best location – where do you like to work?
• Filing cabinets to fit any décor – http://www.homedecorators.com/

Daily Flow vs. Storage

• Daily flow – items used daily, weekly or monthly. Keep readily accessible; prime space.
• Storage – items you are keeping but that are less frequently used. Can be kept in less accessible places. 

Papers: What to keep and for how long

• IRS guidelines – 7 years
• Check with broker or accountant for retention period of financial papers
• Ask yourself "if I don’t keep this, how/where could I get this information if I needed it?"
• One in/one out; set limit on number of items or amount of space
• Safe Deposit Box – keep things that would be hard to replace:  mortgage papers, birth certificates, death certificates, original Social Security cards, military papers, passports, marriage certificates, divorce decrees, life insurance policies.
• Keep a backup copy of important documents (suggested on-line storage, scan and save to disc, or email a copy to yourself).

You don’t have to catch up in order to start keeping up!

• Start using the system with new paper coming into your home or office.
• Spend 10-15 minutes a day dealing with old stuff.

From Piles to Files

• Buy hanging files, not manila (100 for an average filing system; at least 19 to start)
• Set up files for days of the week, months of the year
• Sort papers according to when you will take action on them
• Color coding – use if it helps you
• For people with multiple projects that need to be worked on daily, consider a desktop file with 4 folders for time slots (9-11, 11-1, 1-3, 3-5 for example) and divide current day’s assignments into time periods.
• “Receipts” and “Paid Bills” files – Kathi keeps these in front of her daily folders.
• When you come home from shopping, put the credit card slips in the “Receipts” file. When the bill comes, reconcile the account, shred the receipts, and replace last month’s paid bill with the current one in the “Paid Bills” file.
• “Waiting For” file is for things that need action by someone else (Follow Up or Pending are other names for this file).
• “Passwords” – A place to record all your passwords, security questions and answers, etc. Recommended using a sentence to help you remember your password (Ex: I am 69 and Lilly is 11 for the password ia69aLi11). Kathi also recommends using false answers for security questions if the real answer could be known by others, such as place of birth or mother’s maiden name.
• File the most recent document in the front.
• Keep receipt with warranty information.
• Visual clutter aggravates migraines.

Time Management

• Do one thing at a time.
• 80% is perfect!
• What if I don’t do it at all?
• Horizon Concept – you can never travel to the horizon; don’t set unreachable goals/standards for yourself.
• Focus Five – you can’t have everything. Chart your time management goals and what changes you need to make to reach them

Yard by yard is hard, inch by inch is a cinch.

 

Handout with suggested file headings was included with the presentation:  Monday through Sunday, Paid Bills, Receipts, Waiting For, January through December, School, Church, Passwords, Fun, Shopping, Gift Certificates, Insurance-Life, Coupons, Insurance-Home, Insurance-Auto, Insurance-Medical, Insurance-Rx, Insurance-Dental, Taxes, Auto, Home Repairs, Investments, Bank, Decorating Ideas, Frequent Flyer, Attorney, Mortgage, Warranties, Personal, Professional.

 

Other categories: organizations, sports, gardening, crafts, specific cities or people, medical records, credit reports, art, antiques, short-term projects, “at computer” to hold things you need to do at the computer.

 

Kathi recommends Arial 14 bold font for file labels.

 

December 2010 Staff Meeting

Program Planning by Committee:  Two committees will be formed: one for children’s programs, one for adult programs.  Please sign up at the desk if you would like to serve on one or both of these committees.

Inclement Weather Procedure Review: Amber went over the procedure we follow during tornado emergencies.   The building will be locked and a sign posted on the door. Adult patrons will be given the choice of going into the shelter or leaving; unaccompanied minors will be required to enter the shelter.  We discussed putting together an emergency supply kit to be kept in the elevator pit.  Amber asked us to make a list of supplies needed for this kit. 

Payment for Lost/Damaged Items: We will no longer send money for lost and damaged items to the owning library on the van.  A report will be run monthly (to be set up by Jim) showing the total amount we collected.  Amber will deposit that amount in a special account.  Payment will be sent yearly to Lakeshores and they will distribute it to the proper libraries. 

Global Item Modification: There is a feature in the Cataloging function of WorkFlows that enables us to quickly change item information for multiple items.  We did not have time for a demonstration at this meeting.  If anyone would like to see how it works, contact Sue, Sandi, or Ginny. 

New Books Blog: Sue asked for volunteers to write about new books on the blog.  Amber suggested that when any of us reads a book we especially enjoy, we should write up a short paragraph about it and forward it to Sue to be added to the blog. 

Meeting Room Calendar: We had some problems with the Google meeting room calendar, so began keeping a written copy in addition to the on-line calendar.  To check the meeting room schedule, check both the Google calendar and the paper copy in the “Meeting Room” binder, which is kept on the shelf with schedules binder and the AM/PM checklist.  The large desk calendar will not be used to record meeting room reservations. 

Sit and Serve Help Area: We discussed how to deal with patrons who are unable to stand while being helped at the desk.  We concluded that it would not be practical to reserve a specific seat for this purpose, but that we should accommodate patrons with special physical needs by providing a seat if they need one. 

Returned Mail Procedure: Overdue notices and bills that are returned by the Post Office should be given to Lindsey.  She will try to contact the patron to update personal information.  If that attempt is unsuccessful, she will bar the patron’s card and add a dated and initialed note stating the reason for the bar. 

Kindle: The Kindle has been returned from Lakeshores with a number of books loaded on it.  We are still allowing a 2-hour in-library only checkout for this device.  Checkout procedure has not changed from the last time we discussed it. 

Registration Forms for Minors: There was an incident recently where a noncustodial grandparent signed the application form for a minor’s library card.  Only a custodial parent or legal guardian may register a child for a library card.  Ask the adult who is signing for the child if they are the child’s legal guardian.  If there is any question about their status, we may require a legal document. 

Text Message Notifications: Per Jim Novy, the “Notify Via” field does not have to be filled in for text message notification.  However, since only hold pickup notices are sent by text, that field should contain a secondary method of contact (PHONE, PAPER, EMAIL).  Everyone received a copy of the memo with instructions on how to complete the SMS field. 

Snow Emergencies: The Library will not automatically close when school is cancelled.  Wait for a call from Amber or monitor closings on TV and radio (WLKG  96.1 FM Lake Geneva; WCLO 1230 Janesville; WTMJ 620 Milwaukee; WFAW 940 Fort Atkinson).  While discussing various types of emergencies that may cause us to close, we decided to sanitize keyboards and mice during the winter. 

January PVH: Amber reminded everyone that the 3 hours of PVH for January 1 need to be scheduled sometime during the month of January. 

Microfilm Reader: Amber demonstrated how to connect to the staff wireless network from the microfilm reader. 

November 2010 Staff Meeting

Vacation Schedule:  A 2011 year-at-a-glance calendar will be posted in the staff room. This will be used to list staff vacations.

Coverage of Service Desks: Service desks should not be left unattended. When you’re assigned to a service desk, STAY THERE. Also there is no eating at the desks, and drinks in covered containers only.

Annual performance reviews:  Staff reviews will be scheduled next month. A schedule will be posted and staff should sign up for the time you want.

Kelly vs. Mary: Mary is responsible for story times (Tiny Tots and Preschool) in the library. Kelly will focus on developing a relationship with the schools and on drawing in our teen patrons.

Evening computer classes:  A volunteer, preferable a staff member, is needed to teach computer classes evenings or Saturdays. Classes will be one session per topic: basic computer use, internet and email, e-bay, Facebook, word processing, and spreadsheet.

Beverage Service:  There has been a rumor that the Friends will not continue to support the coffee service. This is not an official decision, but if necessary the Library will pick up the cost and continue to offer beverages.

Public Printing:  A patron complained that some personal information he had printed was taken by someone else. We discussed possible ways to protect the privacy of printed documents and concluded that there is nothing we can do at the present time except let patrons know that the print station is not secure.

Volunteers:  Mary is the coordinator for adult volunteers. Kelly is the coordinator for youth volunteers. Amber is the coordinator for court-ordered community service. We discussed the need for an application form including contact information, days and times available, and a statement of responsibility to be signed by applicants. Amber will order more name badges for volunteers and they will be required to wear them while in the library.

Book labels:  Kate discussed the application of spine labels and genre labels to books.

Proof of address:  Amber, using a problem patron as an example, stressed the importance of verifying patron address. If there is a note on the patron record that address has not been verified, the patron will asked to furnish proof of address at their next library visit. If it is not provided, they will be given a warning. If proof is still not provided, the account will be barred until the address is verified. We need both mailing and residence addresses. After information has been verified, you may take the note off the patron record.

Budget:  Amber talked briefly about the City budget.

Kindle:  The Kindle has been cataloged and is ready for checkout. We went over the rules for its use. An insert will be attached to the case listing patron responsibilities and the Kindle inventory. Kindle use will be restricted to patrons 16 years of age or older.

October 2010 Staff Meeting

Bar Code & Stamping: A demonstration was done by Kate.  There are instructions, with pictures, posted in the TS room.

1. Stamp books top and bottom; inside on first page, lower right hand corner; inside back, lower left hand corner.  If page is black or dark color, do next page instead.
2. Put bar code on front cover of book on upper right side, 1/4" from top and 1/4" from side.  On paperbacks put clear cover over bar code.  Do not cover the bar code on hardcover books unless the books have no book jacket.
3. Write the present date inside the back of book, month and year (for example 6/09).
4. Tape first inside the front and back covers of paperbacks with 1" 600 tape.  Be sure all the correct labels are in place (spine label, large print, genre sticker), then tape spine with appropriate 845 book tape, usually 1-1/2" or 2" wide.  Use 3" tape only if necessary.
5. Tape the outside edges of the front and back covers with 845 book tape, 1-1/2" wide.
6. If the book is new, put a NEW sticker just below and on the right side of the bar code. Use your judgment when putting NEW stickers on nonfiction books. The books on the new nonfiction shelf should be those that people browsing will pick up to read.

Hiring:  Amber has four promising applicants for the position vacated by Oscar and she will begin interviewing next week.

Outreach Program for the Homebound:  Amber answered staff questions about how the homebound program will work.  she is looking for a staff volunteer to coordinate the program.  Book pick up and delivery will be handled by the Friends.

2011 Budget Update:  Amber discussed the potential effects of the Lake Lawn sale on the City budget.  She told staff not to expect a raise in 2011 and said we will most likely not be able to hire an additional half-time Library Assistant.

Patron Registration Form:  Two new check boxes have been added to the Patron Registration Form -- (1) text message receipt of library notices and (2) authorization to keep charge history. The wording of the signed agreement was clarified and the privacy statement was added.  The parent/guardian signature block and  release of information authorization were printed on the back of the form.

Receipt of library notices by text message is not yet available, but will be soon.  Further information will be forthcoming.  The charge history option is available and can be set on the Basic Info tab of the patron record. We need written authorization from the patron before we can turn this feature on.  Sign-up forms for existing patrons are available at both service desks and  will be filed with the patron's registration form.

Insert for AV Boxes:  We looked at a form other libraries are using to collect information from patrons about problems they have with AV materials.  A form for our library will be developed and we will begin including one of these in each DVD and CD (music and audiobook) box.

Program Ideas for Staff In-Service:  The next staff in-service day will be March 18, 2011.  Program suggestions are being compiled by Sue.  If there is any topic you would like additional training on or if you know of a speaker/presenter that would be interesting to the staff, please let her know.

Library Wish List:  Included in the November newsletter is a request for Legos for our January kick-off of the Lego Club.  If there are other items the public could donate to help with programs or any other aspect of our work, let Sue know and she will include the "APL's Most Wanted" list in each newsletter.

Winter-Spring Programs:  The winter-spring 2011 library program schedule that will be published in the Delavan Parks & Rec program booklet was distributed to staff. 

Meeting Room Schedule:  The meeting room schedule will be kept on the Google calendar AND on the large desk calendar.  Cheryl and Jan will be responsible for keeping the Google calendar updated.  Please give them any program info that needs to be entered.

Damaged, Lost or Stolen Personal Property:  Patrons are responsible for their own personal property while they are in the library.  If something is stolen or damaged, the patron should contact the Police.  Staff should complete an incident report if we are made aware of the situation, but the ultimate responsibility belongs to the patron.

Vacation During Holiday Times:  In order to maintain adequate coverage at both service desks, the number of people allowed to take vacation during peak periods, such as Thanksgiving week and Christmas week, will be limited.  Amber would like to institute a rotation system for holiday vacations.  She is taking suggestions on ways we can do this fairly, allowing everyone a chance to have a holiday vacation over a period of time.  Bring your ideas to the next staff meeting.

Item Count for State Standards:  Amber  received a revised item count for our library from the Lakeshores System Administrator.  This revision means we need to add about 3700 more items before the end of the year.

Schedules:  When draft schedules are distributed for review, you should check the hours you are scheduled to work AND check your on-desk times. If corrections are not made before the final schedule is published, YOU are responsible for finding coverage.  Amber will look into posting schedules on Google so we can view them from anywhere.