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. 

###

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.

###

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.

###

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)

###

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.