Public Services Managers Minutes - July 11, 2024

‘Breaking News’

• Updated ban letter and email template will be finalized for use by all libraries

Emergency contacts

• Any list that includes staff spouses, family members or roommate contact information needs to be removed at the location level. Supervisors should only be keeping a list of the staff member’s contact information. That list of contact information should be stored on the manager’s SharePoint, not the staff SharePoint. Please remove them if they are on a staff SharePoint. Any time that we need to contact a staff member’s emergency contact person that needs to go through HUM.
• Managers should ensure staff have their emergency contact information up to date in Paycom.

Ban procedures - questions or concerns

• Previous discussion during Breaking News

Safe Place reminder - Mark

• Ensure counts are kept for Safe Place resources and entered at the beginning of the month in the Library Management Team SharePoint.
• If Safe Place is discussed during a program, attendance can be added to the count for the month.

Reading at the desk/Situational Awareness - Erin

• Discussion on reading at the desk.
• Staff should not read while on the desk (book or eBook). This will help staff seem more approachable to guests and not make them feel as they are interrupting them.
• Staff should be available for guests and aware of surroundings. Reading or any other activity that is absorbing at the desk decreases situational awareness which is important.
• Staff should be regularly walking around the building. This gives the opportunity for guests who aren’t comfortable approaching the desk the opportunity to ask questions as well as increasing staff situational awareness of what is going on in the building. It helps identify situations that need immediate attention sooner and allows those situations to be corrected which is part of providing the welcoming environment for guests. This can also deter guests who might be trying to do things that we don’t want them to do in the buildings.

PPE Reminder - Erin

• All staff should wear gloves when checking in materials, including while at the desk and accepting materials from guests.

Patron Point Troubleshooting - Erin

• Send name, date email received, and title of item (if possible), or if guests are not getting email to Tricia Andrews and Megan Filipowski
• Patron Point did have a glitch, which has been fixed, which effected guests receiving emails about renewing their account even though there was no issue

Customer Accident Form -  Erin

• Ensure that all parts of the form are complete and then email to Susan, Charisse, and the Safety Committee

Budget reminders - Kimberly

• Locations will need to save part of budgeted 5160 for OES programs as that was money that was moved out of the OES budget this fiscal year and into the location budget. Email will be sent by Kimberly with the amounts.
• Make sure that you are using the budget tracking spreadsheet that was shared last month.

PD meeting in August - Mark

• Lesson plan sent out via email in May from Mark. Complete items as instructed.

Managing HUB outreach equipment - Kimberly

• Discussion on tracking use; locations can track as they prefer.
• If an item needs replacing, OES can replace some items, but others may need to be in the location’s budget for the next year.

Performance Appraisal Reminders- Kimberly

• The process starts in September