December 2015 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

December 04, 2015

In attendance:

Melissa Ryans (Manager)

Dionne McLaughlin (Senior Library Service Specialist)

Juan Lopez (Senior Customer Service Clerk)

Twanna Wade (Senior Customer Service Clerk)

Linda Adams (Customer Service Clerk)

Ann Perry (Customer Service Clerk)
Karl Beck (Library Assistant)

Dee Hunter (Library Assistant)

Joseph Asberry (Customer Service Clerk, Part-time)

Ana Santana (Customer Service Clerk, Part-time)

Not in attendance:

Jose Santoyo (Assistant Manager)

Topics of Interest:

• Managers Meeting Notes
• Staff Discussion
• Open Discussion

First Topic: Managers Meeting

• Executive Order 1-50 & HERO: HERO was repealed by voters, but EO 1-50 (which was recently viewed as an online training) is still in effect. This E.O. is limited to COH employees and all persons entering and using COH facilities, which means that all staff and any persons using the facilities is protected by this E.O.
• It remains against COH policy for employees and other persons to discriminate or harass other persons.
• The E.O. also outlines that it is illegal to impede access to a COH restroom facility "that is consistent with and appropriate to that person's expression of gender identity."
• Remember that we should be upholding this policy. If a customer complains, explain the policy to them. Provide them with a complaint form is they ask for one.
• Also remember to get a supervisor if a customer continues to harass another customer and/or attempts to impede access to the restroom. Based on his or her action, a customer might be asked to leave the building or might be suspended.
• If a customer wishes to speak with you about the policy, please remain at all times professional and courteous and do not share your personal thoughts about the policy. You represent COH and HPL while on the clock, and customers will see you as a mouthpiece for the organization.
• Here is a link to Executive Order 1-50.
• TeleCheck Machines: There have been some software updates to the machines, so we might have some issues with credit card transactions. Staff are being asked to follow the steps on the screen when processing credit card transactions as some steps have changed, so watch the screen and follow instructions carefully. Some locations have experienced issues with transactions.
• Severe Weather: Please remember that the decision to close facilities lies with the Mayor, not the director nor John Middleton (he sends out emails alerting staff to prepare for inclement weather).
• Open Carry: Please be sure to read the Open Carry-related documents:
• Open Carry FAQs
• Email from Dr. Lawson 
• Open Carry Forum Notes
• Travel for Conferences: There are new guidelines for those staff interested in attending professional conferences such as ALA, TLA, and PLA. These guidelines come with definitive submission dates, and there is a prioritization of funding that takes place (e.g., people who are presenters are prioritized first. The outline for the guidelines - as well as additional information - can be found here.
• Workers Compensation: TriStar is the new third-party administrator for Workers Compensation. The process remains the same, but there is a new number to call in claims: 832-393-SAFE (7233)
• COH's Workers Compensation Page
• Workability Guidelines
• Julia Ideson Fund: This fund exists to provide assistance to library staff encountering difficulties (e.g., your car gets flooded out and you cannot pay the deductible). There is a form and a process, though. Both the application and the instructions/guidelines can be found on the Intranet. Go to Forms + Documents then click on the Human Resources tab.
• Form
• Guidelines

Second Topic: Staff Discussion

• SPACES Updates: 
• Lakewood NL now has a literacy iPad that needs to be placed on the floor in the morning and removed from the floor at closing. This will be a part of opening and closing procedures for that location.
• Kashmere NL now has an iPad Crayola Kiosk that houses four iPads. We are lacking the adapter and power cord that will be used to charge the iPads overnight, so right now the kiosk is not being used. The adapter and cord should be arriving through delivery but we are not sure when. When they are received, we will attach the adapter and power cord to the kiosk after closing and remove them from the kiosk prior to opening. Doing so will be part of Kashmere's opening and closing procedures.
• Staff asked whether or not the iPads will last a full 8 hours without charging at some point during the day. M. Ryans stated that she was unsure but that staff should observe and report back any issues with the iPads dying in the middle of the day. Heaviest usage might be in the afternoons (when school is out) or on the weekends. 
• New Items: Both locations have started receiving new books with the yellow labels. Reminded staff about the purpose of the yellow labels and the fact that they are part of a new subscription model HPL is taking part in with Automatically Yours and additional titles. 
• UPDATE: Do not discard these items like we do our normal items. Items with the yellow call labels that are damaged should be sent to Sara Karow in LMS. Staff should write a note about what is wrong with the item (e.g., wet/torn pages) and put that with the item before sending it down.
• QMS: Please let Laurie Covington in CE Admin know if you are interested in assisting with QMS. Read the email she sent out previously.
• KAS: Reminder to not return empty CD and DVD sleeves in the drawers. Please place them in the appropriately labeled bins on the shelves behind the CSD.
• When processing delivery, please take the money bag to the CSD. Do not leave in bin.

October 2015 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood NL Grouping

October 26, 2015

In attendance:

Melissa Ryans (Manager)

Jose Santoyo (Assistant Manager)

Dionne McLaughlin (Senior Library Service Specialist)

Juan Lopez (Senior Customer Service Clerk)

Twanna Wade (Senior Customer Service Clerk)

Linda Adams (Customer Service Clerk)

Karl Beck (Library Assistant)

Joseph Asberry (Customer Service Clerk, Part-time)

Ana Santana (Customer Service Clerk, Part-time)

Not in attendance:
Ann Perry (Customer Service Clerk)

Dee Hunter (Library Assistant)

Topics of Interest:

• Managers Meeting Notes
• Staff Discussion

First Topic: Managers Meeting

• QMS: Volunteers are still needed to assist with this project. If you are interested, you must create a Gmail account (if you don't want to use your personal one) and send that information to Laurie Covington in CE Administration. Please copy your supervisors so that we remain informed of any additional duties you are undertaking and can schedule you accordingly.
• New Hires:
• Edgar Fuentes is now manager of Stella Link.
• Dena Melvin (external hire) is now manager of Park Place.
• Tula Gorden was promoted to LII and will manage Mancuso.
• Angela Barrett is the Youth Specialist at Collie.
• Jayla Parks is the Youth Specialist at Alief.
• Circulation Administration is now under Digital Strategies.
• CMC: Lot H will be open for staff to park for the Fall Festival. Shuttle service will be provided. Please wear your red HPL shirts (this does not apply if you intend on going in costume). There are 10 days left for donations. Please get with Jose if you have any questions or want to donate or assist with the booth.
• HPL Programming received a grant for ASZ that will be used to provide STEAM Kits for locations. More details will follow.
• Health Assessments are due by October 31st if you have medical benefits with COH. 
• Please be sure to complete this assessment on time or else you will not get the $600 discount next year.
• If you went to the doctor anytime this year, you can use those numbers. 
• There are several biometric screenings taking place this week. Check your email for more details and let a supervisor know if you want to intend.
• MakerFaire: HPL would like some volunteers to assist with covering the booth. It is on November 14th. Please let me know if you would be interested in volunteering.
• Paperbacks: LMS have started receiving cataloged paperbacks. These titles will appear in the catalog, and customers will be able to place holds on them. 
• Though the item record in the catalog will say Paperback, it is recommended that items be interfiled. (This is partially done at KAS and LAK.)
• Automatically Yours titles will start arriving with yellow label protectors over the call number sticker. This is due to a new subscription model with Baker and Taylor that allows HPL to return unneeded copies of books as demand drops for a title. These items will also no longer have the HPL property stamp acorss the top edges of the pages.
• GSD Security: There is a new public loss investigator, Zachary McMahon. There is also a new Senior Project Manager at Central, Armondo Bell.

Second Topic: Staff Discussion

• Please place all food/drink trash in the tall trashcans in the kitchen. There is a reason those trashcans are tall - it is too keep out bugs and pests. The trashcans by the desks should be use for other sorts of paper and debris, not food and drink.
• If you choose to eat a desk while using a computer, I expect you to clean up after yourself. This means wiping down the keyboard and mouse, wiping up crumbs, etc. 
• Workstations are assigned and are used on a daily basis for work, so we need to be proactive of keeping this workstations clean. Let's do our part to keep the equipment in clean, working condition.
• Customers are allowed to conceal carry in the library. We are still waiting official statements, policies, and procedures, and staff will be updated accordingly.
• In order to assist with preparing staff, M. Ryans will be attending the Open Forum on the Open Carry Law on November 4th. 
• Staff will be assigned to watch the Workplace Violence training on TMS. Deadline to view this training is December 31st.
• Staff will continue to be assigned to view the Run, Hide, Fight video.
• The group will continue to discuss open carry law and collaborate on best practices as a way to acclimate staff to the impending changes.
• Gwen Walters has visited several locations to conduct fire drills. 
• Top things to remember: 1) staff do have to collect laptops during the drill, 2) doors will remain unlocked during drill, and 3) we cannot force customers to participate. 
• More information about these fire drills will be providing in the coming weeks/months.
• Holiday Party: Staff need to RSVP by November 13th.
• Learning Link Cards: Staff can update record with phone number and/or email if customer does not have that information on their account (this is used primarily to contact them if a hold arrives).
• Please DO NOT change anything else on the record. 
• If parent wants to get the child a regular card, you have to create a new record for the child OR update an old record (NOT THE HISD RECORD) if the child has an old card.
• If you have any questions about this, please ask.
• Emails/Blogs: Remember that you are ultimately responsible for reading the emails sent to you by COH and HPL. All staff are accountable for knowing what is in emails sent to all staff.
• Check COH email periodically (best practice is twice a day), and let supervisors know if you have any questions.
• Axis360 Training: This is mandatory for all staff. Lakewood staff can view the live webinar on Thursday morning 9:15a. Dionne and Linda will view it on Thursday at 11:15a. The rest of us will view the archived webinar once it is live on HPL Training Portal.
• Clear Holds List: Some expired holds are not showing up on the Clear Holds list. Please scan the shelves even if there is no list on the Intranet to ensure that items are being pulled. Some items are being placed in MISSING status because they have expired and are supposed to be re-shelved.
• CMC: 
• Jose, Karl, and Ann will be at CEN early to set up booth.
• Staff will work in shifts to man booth.
• J. Santoyo presented some of the items that will serve as prizes.
• The blanket that T. Wade created will be raffled.
• They will get 3 darts for $2.
• Number of balloons popped = type of prize given
• Jose asked for staff to let me know if they contributed and/or would like to have monies from booth donated on their behalf
• Staff that want to take a lunch must be back at branch by 1:30PM no later than 1:45PM to open branch.
• Dionne and Juan are PICs (Dionne at KAS / Juan at LAK). 
• Dionne, Dee, and Ana are scheduled to be at Kashmere.
• Juan, Linda, and Joseph are scheduled to be at Lakewood.

October 2015 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood NL Grouping

October 02, 2015

In attendance:

Melissa Ryans (Manager)

Jose Santoyo (Assistant Manager)

Dionne McLaughlin (Senior Library Service Specialist)

Juan Lopez (Senior Customer Service Clerk)

Twanna Wade (Senior Customer Service Clerk)

Linda Adams (Customer Service Clerk)

Ann Perry (Customer Service Clerk)

Karl Beck (Library Assistant)

Dee Hunter (Library Assistant)

Joseph Asberry (Customer Service Clerk, Part-time)

Ana Santana (Customer Service Clerk, Part-time)

Topics of Interest:

• Managers Meeting Notes
• Staff Discussion
• Open Discussion

First Topic: Managers Meeting Notes

• Holds Q&A
• Please review handout: Holds Q&A
• Main Points:
• Check in all delivery items using the RECEIVE TRANSIT function if it has a label.
• If an item DOES NOT have a label use the DISCHARGING function to check in the item so a label can be printed.
• Do not print new labels for an item wrapped with a new holds label, but if the label is torn or ripped, please print out a new label and replace the torn/damaged label.
• Customers receive hold notices the day AFTER the hold is checked in at the receiving location, but they will see that their holds are available immediately if they check their accounts online.
• CEN items do not need to be wrapped. Check in the item and place in outgoing bins. 
• Make sure that the items on the hold shelf are for the branch. (Items on the hold shelf should display LAK or KAS. All other items with another branch code should be placed in the outgoing bins at CSD.)
• Please review the process for updating locations for holds: How to Change Pick-Up Location for Holds
• Please review process for placing holds labels on items: Holds Label Location
• This process is not optional! Please follow these guidelines taught to you in the holds training.
• Please remember that items going to Central DO NOT need to be wrapped UNLESS it is a hold.
• The system will tell you if an item going to Central has a hold on it (message window will pop up). This is why it is important to watch the screen when processing delivery and circulating items.
• Place all CENTRAL or ILL items in the delivery bins IMMEDIATELY upon checking the item in. DO NOT place the items on the cart. That is how CEN items end up being shelved instead sent to Central.
• Executive Order 1-39 (OIG and Employee Misconduct)
• Please review this order. The highlights of the order are below:
• An employee that honestly believes misconduct occurred or is occurring must report to the OIG the facts and circumstances of that belief.
• If an employee falsely alleges that misconduct is taking place, then he or she has violated the E.O., and that person has committed misconduct.
• EVERYONE must fully cooperate with an OIG investigation.
• The OIG does not notify managers when they call people on their staff. You – the employee – get that call and are responsible for responding to all calls and emails from the OIG.
• You don’t need to tell a supervisor if the OIG calls, just let us know you need to go “Downtown” or to “611 Walker.”
• If you do not respond to the OIG’s attempts to establish contact with you, they will notify your immediate supervisor and work their way up the chain of command if you continue to fail to cooperate.
• Failure to cooperate with an investigation makes you in violation of the E.O. and is a form of misconduct.
• There are repercussions for not cooperating, including indefinite suspension.
• You are not to speak about the investigation unless you are provided permission by the OIG.
• Remember: you can tell whomever you feel comfortable with about any issues. 
• NCAA “Read to the Final Four” Program
• Cards will be given to all 3^rd grade students in participating schools (link). Program lasts for the 2015-2016 school year.
• Cards will be sent to the schools. HPL has already created the accounts using information provided by HISD. Cards were created by Central.
• Limitations are:
• No laptops can be checked out
• No gaming equipment can be checked out
• No ILL items can be placed on hold
• Only juvenile items can be checked out (includes CDs and DVDs)
• 10-item limit
• Card expires July 31, 2016
• Participating HPL locations will need to create an NCAA display. Lakewood and Kashmere are participating branches.
• If a child already has a card that has fines or is expired, that is okay. They can still use the NCAA card.
• All NCAA cards will be replaced for free. We can use child’s name and/or school ID number to find their record in Sirsi.
• Customer Experience Teams
• CE Administration is rolling out Customer Experience Teams. Please click to view guidelines and descriptions.
• Several kinds of teams:
• Standing teams: ongoing with no formal end date (e.g., Service Innovation Team)
• Quick teams: work on projects with a finite period of time, usually 6-12 months (e.g., Very Ready Reader Quick Team)
• Work group: work on a specific project for a finite period of time, usually less than 6 months (Books Alive Work Group)
• Any HPL staff can participate and work on any number of teams, but be mindful of your responsibilities at the branch and collaborate with manager regarding those responsibilities.
• If staff have any issues meeting commitments, let team leader know immediately.

Second Topic: Staff Discussion

• New Items: New items that come through delivery should be scanned/checked in TWICE under the DISCHARGE function in Sirsi.
• Items in the system are still showing INPROCESS and/or SHIPPING status. Checking in new items this way will ensure that those statuses are cleared.
• T. Wade pointed out that it would also aid in processing any new items that have holds on them, as the new holds label will automatically print under DISCHARGE. Processing new books under Receive Transit would require staff to then go into the Discharge function to generate the holds label.
• National Night Out
• Both locations have been invited to several National Night Out events:
• Jose: Glenwood Civic Club
• Twanna: East Houston Civic Club
• Dionne: Kashmere Gardens Civic Club
• Juan: Settegast Village Apartments
• Asked staff if anyone wanted to attend.
• Dee would go with Dionne. Karl would go with Jose. Ann would go with Juan.
• M. Ryans stated she would remain at the branch to aid with coverage for that evening.
• Kronos: Global Time Off Requests (Training)
• Link to Employee Guide
• All time off requests should be submitted through the new Kronos system. Do not use the Quick Stamp log-in for this function. Use this link: https://coh.kronos.net/wfc/navigator/logon (also found on Inside HPL and group blog under “Staff Links” as “KRONOS Full Service”).
• Can request time off under the COH Employee Calendar wizard OR My Requests Wizard.
• View process here: Process for submitting time off requests through Kronos Navigator.
• Training for employees will be held at a later date that is at this time unknown.
• Click here for the blog posting detailing more information regarding this process.
• New Contractors for A/C:
• Johnson Controls (JCI) is no longer contracted with the City. Last day of contract was September 30^th. TDI is the new contract for all A/C issues, and their first day was October 1^st.
• After hours number has yet to be received, so call GSD Property Management On-Call After Hours number (713-213-8776) for any issues after 4PM. Call and/or email Karrington so he can address the issue as well.
• Outreach Opportunties:
• Several opportunities to go on outreaches hosted by the department:
• Scream In: October 23^rd (5:30AM-10:30PM)
• Three Doctors Event @ GRB: November 6^rd (7AM-2PM, in shifts)
• MakerFaire: November 14^th
• J. Santoyo, D. McLaughlin, T. Wade offered to assist with the Three Doctors event.
• Let supervisors know if you are interested in helping at any outreach events.
• CMC Information (J. Santoyo):
• Campaign runs from October 1^st – October 30^th
• Plans for booth:
• Have slips of paper in balloon on board. Slips of paper would have what the person won (e.g., chips, water, etc.). No slip = no prize.
• People can purchase the opportunity to throw dart to hit balloon and get a prize.
• T. Wade is creating a throw. Working on making a Halloween-themed basket.
• Thinking of splitting costs with staff that work on booth/man booth so that everyone contributes.
• Staff can also give money online or to J. Santoyo or contribute whatever amount they want to participate.
• Not mandatory. Staff can also assist with taking down/setting up the booth and manning the booth.
• Updates from M.Ryans:
• Staff can take a lunch during the time of the event, but all lunches must be taken before 1PM – including travel time – so that staff arrive at the building in time to open to the public.
• Booth can either stay up until 2PM or can come down early in order for staff to return to branch.
• Will get together with J. Santoyo regarding staffing for that day so that everyone is aware of what their roles are on this day and to ensure people are at the branch by 2PM. (We need at least people at each location.)

September 2015 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood NL Grouping

September 21, 2015

In attendance:

Melissa Ryans (Manager)

Jose Santoyo (Assistant Manager)

Dionne McLaughlin (Senior Library Service Specialist)
Juan Lopez (Senior Customer Service Clerk)

Twanna Wade (Senior Customer Service Clerk)

Linda Adams (Customer Service Clerk)
Ann Perry (Customer Service Clerk)

Karl Beck (Library Assistant)

Denetra Hunter (Library Assistant)

Joseph Asberry (Customer Service Clerk, Part-time)

Ana Santana (Customer Service Clerk, Part-time)

Topics of Interests:

• Staff Discussion
• Open Discussion

First Topic of Interest: Staff Discussion

• Telecheck Machine: The Telecheck Machine at Kashmere NL is still inoperable. We are awaiting an update from Dimitri Revada in Financial Services about getting a new power cord. Until further notice, we can only accept cash through Smart Money. We can accept payments through the My Account function in the online catalog. Please offer this service to anyone wanting to pay their fines with a credit card. Staff have the customer sign into the Express Computer and aid them in printing  a confirmation receipt if they would like.

• M. Ryans provided a training on how to accept payments through the My Account system.

• Meeting Room Scheduling: Please do not schedule meeting rooms outside of business hours. If a mistake is made regarding scheduling, staff should be proactive in contacting the reserving party so that the issue can be resolved in a timely manner.
• Please make sure that reservations do not conflict with library programming.
• Do not schedule meetings back-to-back. Provide a bit of a "grace period" between reservations so that no meetings are delayed. (Time can also be used to allow groups to clean up the room per library policy.)
• Grace periods can be 15-30 minutes. Use your judgement.
• All meetings should end 15 minutes prior to the library closing.
• Scheduled hours for meetings - as well as library closures - have been placed on calendar.
• Linda will be responsible for reviewing each request form, calling customers to go over meeting room policies and guidelines, and confirming start and end times. She will also be ensuring that no double-booking is occurring and reminding customers who have not yet filled out forms for their tentatively scheduled requests.
• WPRs and Skills Tests: WPRs are due in October for most staff. The first set of skills test questions will be sent out to staff with a Unified Skills Assessment on their HEAR. Those staff with a Technology Skills Test will get the first set of 5 questions. All staff will be scheduled to review their tests, so please use your time wisely to go over the assessments.
• National Night Out: National Night Out is on October 6th, and this grouping have been invited to four of them. This is on a Tuesday, so Lakewood NL will need to be staffed. I will be at Lakewood NL to provide coverage. If you would like to attend an outreach, please let me know so that schedules can be adjusted. So far, the layout is:
• Lakewood Community Center - Twanna
• Glenwood Civic Club - Jose
• Settegast Village Apartments - Juan
• Kashmere Civic Club - Dionne and Dee
• TFL, MBK, and Youth Job Labs: Toyota Family Learning at Kashmere NL begins on October 10th. Please be aware the the program takes place on Thursday nights and most of Saturday. The program will run until January 28, 2016. Flyers have yet to be received, but when they do arrive, please promote the program in-house.
• Kashmere NL will also be hosting Youth Job Labs as part of a job readiness initiative geared toward teens. It seems that these labs will run on Thursday nights and Saturdays. 
• Processing Apps from Outreaches
• Shelving Assignments: Everyone has been assigned an area to shelve/shelf read. With the exception of some areas of the juvenile area, sections will be rotated throughout the year so that everyone becomes accustomed to how shelving and shelf reading works at both locations in all of the collections. Going forward, if you are assigned to shelve or shelf read, please do so for the areas you have been assigned.
• Jose and Melissa will be backup for those staff out on certain days. Other staff will also be asked to held shelve/shelf read those areas.
• If you do not have any books to shelve when you are scheduled to shelve - and there are no other pressing duties or assignments - you should check your area and make sure it is tidy: pick up any books and re-shelve as needed.
• Document your shelf reading on the Shelf Reading Log so you can get credit for the work you do.

August 2015 Staff Meeting Notes

Meetings Notes

Kashmere/Lakewood NL Grouping

August 31, 2015

In attendance:

Melissa Ryans (Manager)

Jose Santoyo (Assistant Manager)

Dionne McLaughlin (Senior Library Service Specialist)

Juan Lopez (Senior Customer Service Clerk)

Twanna Wade (Senior Customer Service Clerk)

Ann Perry (Customer Service Clerk)

Karl Beck (Library Assistant)

Dee Hunter (Library Assistant)

Joseph Asberry (Customer Service Clerk, Part-time)

Ana Santana (Customer Service Clerk, Part-time)

Not in attendance:

Linda Adams (Customer Service Clerk)

Topics of Interest:

• Staff Discussion
• Manager’s Meeting Updates

First Topic: Staff Discussion

• Sirsi Reminders:
• Temporary Addresses: If a customer puts down an address that you know is probably a temporary housing unit (e.g., halfway house), but the address is on the ID, you have to treat it like any other residency address and make the card a normal library card.
• Please remember that to retrieve any information from an account – including providing library card numbers – requires some form of ID from parent and/or child.
• A child cannot present an ID in the absence of a parent.
• Computer Card Numbers: Adults wanting their computer card number must present a picture ID. Juveniles wanting their computer card number do not have to present an ID because we do not require them to present one to get a card.
• The PIN in Sirsi is not the password used in the reservation system. Those are two different systems. When a customer gets a new card they must set the password at the reservation system.
• Reminder: we are no longer resetting passwords to the last four numbers on the card since those numbers are displayed on the monitor. Ask customers to choose something easily remembered like their first name, birthdate, etc.
• Charges applied to a customer account for overdue/billed items are not to be removed even if the item is returned by the customer. This bill must still be paid.
• Wellness and Benefit Year: Wellness hours for the 2014-2015 benefit year expire today. All full-time employees will receive another 8 wellness hours for the 2015-2016 benefit year sometime in September. Remember that all wellness hours have to be used in the benefit year they are issued. So the new hours will expire August 31, 2015.
• Benefit Year is from September 1 – August 31 of the following year.
• If an employee uses no sick leave during the benefit year then they are issued up to 3 personal days to be used during the benefit year.
• Holiday Vacation Requests: Please submit any vacation requests that you might have for Thanksgiving and Christmas during the month of September. In October, M. Ryans will start speaking with staff about their time off requests.
• Goal is to be equitable and fair in granting time-off requests.
• Reminder: Full-timers wanting a Saturday off must switch with another full-time employee. Part-timers can request up to 4 Saturdays off in a calendar year.
• Expectation that staff will be adaptable and willing to work with teammates so that everyone (who are so inclined) gets at least a little time off during this holiday season.
• If you do not intend on requesting time off, please let supervisors know.
• Opening and Closing Procedures: Please remember that closing the blinds in the morning is part of opening procedures. Opening them is part of closing procedures.
• Holds Processes: Remember that items that have a label with a rubber band must be scanned in the Discharging Wizard under the “Common Tasks” group.
• Items that have the 1-Up sticker are scanned in the Receive Transit wizard under the “In Transit” group.
• New labels will not be printed if they are discharged using this function.
• Fire Drills: Gwen Walter will be coming out to locations on Mondays and Fridays to perform fire drills. Please use spare time to review the evacuation plan at both locations.
• Will discuss with Gwen where the meet-up spot is for staff. At Kashmere, it was normally at the rear of the parking lot. At Lakewood, it was near the ditch at the park. Will confirm to ensure that these locations are correct.
• Building Closures: If the building has to close, there are two options – 1) helping out at other locations (strongly recommended) and 2) take vacation (which may be VACU or VACS depending on circumstances)
• Remember that if you take vacation that you may be called back to work if the building reopens ahead of schedule.
• Person-in-charge is responsible for monitoring emails/calls about the situation, deploying staff, and communicating ongoing developments with Senior Manager and/or CE Administration.
• Usually M. Ryans and J. Santoyo are on duty, but if we are not, then your next point of contact should be P. Fonseca.
• Thanks to everyone for sharing their contact information. This will make it easier for PICs to remain in contact with all on staff in cases of an emergency or building closing.
• Location Closure: Alief will be closed for 9 months for renovations and should reopen in spring 2016. Robison will gain regional hours (will be open late on Mondays and Wednesdays) and passport services on September 8^th.

Second Topic: Managers Meeting

• Updates
• Cylenthia Hoyrd is now manager of Carnegie. Kelly Patton is Assistant Manager
• Monica Siboldi is now Assistant Manager at Collier
• We received the items for the outreach kit (notepads, magnets, pens, pencils).
• Might take time to replenish items to distribute wisely.
• Tablecloth is screen printed so they cannot be washed or dried at high heat, so please be careful when using them at outreach events.
• CMC: Candece Beverly is this year’s CMC Coordinator. There will be a Fall Festival at Central on Friday, October 30^th from 11AM-2PM. All branches will open at 2PM that day to allow staff time to attend.
• There is a mandatory training on early literacy called the Very Ready Reading Program that is to happen on Friday, October 9^th at Central. It is an all day training for youth staff.
• Public Relations Office and Media:
• Marjorie Gonzalez is the new PR Manager.
• Please review this handout regarding the guidelines related to handling the media.
• Some major points:
• Call PRO when the media arrives, even if they claim that their presence has been cleared by Communications
• If anyone tries to photograph customers, especially children, they need permission.
• Selfie pictures are allowed as well as photos of the outside of our buildings.
• Professional photos require a fee and the customer/photographer needs to be directed to Communications department.
• Marjorie and Blanca are our main contacts for Communications since Greg Simpson’s position remains vacant.
• HEAR Goals:
• Staff is no longer penalized for absence due to illness.
• Sick time usuage up to 64 hours is not reflected on this new system.
• Staff needs to provide a sick note for any SICK hours over 64 hours.
• Staff must submit vacation requests within 24 hours in order for the request to be considered scheduled and not unscheduled.
• VACU and AWOL hours will count toward attendance hours PLUS any SICK hours if more than 64 hours were used during the review period.
• Punctuality policy: tardiness is defined by the Kronos rule of 7 (if Kronos shows that you are late because you punched in 8 minutes after your shift).
• Forgetting to punch in or out is considered a tardy unless there is a power outage.
• Lateness due to a major weather event is excused.
• Both metrics are equally important. To get a certain score you must meet both metrics. You can score no higher than the lowest metric.
• Please click here to review the chart with the new metrics: Attendance and Punctuality Metric for Customer Experience
• New Meeting Room Policy:
• Event has to be free and open to the public
• Customers can reserve the room up to 90 days in advance but no more than six times during a 90-day period
• Photo shoots or media announcements need to be approved by Communications
• Equipment use is restricted to what is in the room (i.e., we cannot loan out our televisions, projectors, etc.)
• Customers may provide light refreshments and drinks in covered containers but if the group wishes to have an event catered or have carry out food that is a charge of $25 per meeting.
• No food preparation is allowed in the meeting.
• All fees except for food charges should be paid at the time of the reservation. Food charges are paid at the time of the meeting.
• Customers are responsible for cleaning up.
• School visits are exempt from the food fee.
• Link to new meeting room policy.
• Training: Staff should provide 48 hour notice if they are unable to make it to a training they signed up for. 

August 2015 Staff Meeting Notes

Meetings Notes

Kashmere/Lakewood NL Grouping

August 14, 2015

In attendance:

Melissa Ryans (Manager)

Jose Santoyo (Assistant Manager)

Juan Lopez (Senior Customer Service Clerk)

Twanna Wade (Senior Customer Service Clerk)

Linda Adams (Customer Service Clerk)

Ann Perry (Customer Service Clerk)

Karl Beck (Library Assistant)

Dee Hunter (Library Assistant)

Joseph Asberry (Customer Service Clerk, Part-time)

Cristal Nino (Customer Service Clerk, Part-time)

Ana Santana (Customer Service Clerk, Part-time)

Not in attendance:

Dionne McLaughlin (Senior Library Service Specialist)

Topics of Interest:

• Managers Meeting Updates
• Staff Discussion
• Open Discussion

First Topic: Managers Meeting Updates

• HPL has new Youth Services Coordinators: Rebecca Denham (Young Adult) and Sara Pope (Children). They will be supporting Youth Services Advocate Kallie Benes.
• Telecheck Receipts: Financial Services has asked us to send all receipts that come out of the Telecheck Machine to Financial Services. (These are the receipts that come out the following morning listing credit/debit card and check transactions.) These receipts should be sent down even if no transactions took place in Telecheck.
• Staff should make a copy of receipts that come out of the printer. Place the copy in the deposit binder and attach to the previous day’s deposit.
• Staff should place the original copy in the previous day’s deposit bag.
• The person scheduled to do deposit in the morning is responsible for making the copy, placing the copy in the binder, and placing the original in the deposit bag (or outgoing deposit envelope).
• Years of Service: Karl Beck has been with the library for 15 years. All his contributions are greatly appreciated.
• Outreaches: All locations will be receiving an outreach kit to support the library’s goal of quality outreaches.
• Kit is a rolling luggage that will include a table cloth with HPL’s logo and giveaways to promote HPL.
• Kill will contain informational flyers for programs and events, as well as library card applications.
• Giveaway supplies are limited so use them wisely – do not give them all away on one outreach.
• Giveaway and informational supplies can be reordered to restock kit.
• We want to focus on building relationships with the people we interact with on outreaches.
• One big focus is to make sure the public knows that all library services and items are completely free.
• Here is a link to a document regarding the Outreach Toolkit. This link is available on the Intranet, and staff is advised to review this flyer and be aware of what is expected of staff on outreaches.
• Focus this year is on QUALITY of outreaches not QUANTITY.

Second Topic: Staff Discussion

• Shared Contact Information: Staff was thanked for agreeing to share contact information with one another so that they can be reached by all team members in case of emergencies. Information was emailed to all staff by J. Santoyo.
• HEAR Plans: Everyone should have a current HEAR plan assigned to them.
• Staff will be scheduled some time each week to work on assigned skills tests (which are a component of some HEAR plans). You are encouraged to collaborate with teammates and supervisors.
• Staff need to document shelf reading on the shelf reading log to reflect the work being done.
• Staff should document any trainings, programs, etc. that are being attended and/or taken on the logs.
• Management will be pulling information from those logs for HEAR and WPR purposes. It is on you to ensure that you are documenting your work so that HEARs and WPRs will accurately reflect the work you are doing.
• All forms can be found on the HEAR Resources section of the group blog.
• Laptops and IDs: In order to minimize giving out the wrong ID/DL to customers, we have implemented a new process. S
• Staff are to read aloud the name on the ID/DL to the customer before giving it to them.
• Staff can for example say, "Here is your ID/DL Mr./Mrs..." or "Are you Mr./Mrs..."
• Staff can ask customer to look at their ID/DL before concluding the transaction to make sure ID/DL belongs to the right customer.
• Another method suggested in eliminating ID/DL confusion is to number all laptops and the laptop cart slots with matching numbers and to place laptop check out form (and ID/DL) in the slot of the laptop given to customer.
• Holds Receipts/Hold Printers: A few reminders about the holds printer and delivery:
• Do not print wrappers for items that come through delivery with the new holds label affixed. These items are ready to be placed on the hold shelf. When the box pops up to print a holds wrapper shit, please hit CANCEL.
• Process all items received through delivery through RECEIVE TRANSIT. For holds that go on our shelf, discharge process those items through DISCHARGE so that the new holds label will print via the new holds label printer.
• Take the hold label off when checking out the item to a customer. The holds label is just like the old holds wrapper: we removed the wrappers upon customers checking out the item, and we remove the new holds label upon customer checking out an item.
• If a customer brings back an item that has a holds label on it, remove it PRIOR to placing on the shelving cart or shelving the item.
• All items that come through delivery as “FLOAT” (usually possesses a yellow label) need to be checked in.
• All locations are able to float up to 3 bins each week. Do not leave books on book cart because shelves are tight. Let a supervisor know about the issue.
• The holds printers will be located in the workroom at both locations.
• A bin will be placed at the CSD to collect outgoing holds that need to be processed. Outgoing holds will be processed the following day as part of opening procedures. More information will be forthcoming about this change in workflow procedures.
• Desk Behavior: When assisting a customer, place give them your undivided attention. If you need assistance due to the number of customers present and/or needing assistance, please call the workroom to receive assistance.
• Computer Card Passwords: Please do not use the last four digits of the computer or library card number as passwords for customers trying to reserve a computer. This is creating issues with customers (particularly children) activating reserved sessions for waiting customers.
• Recommend that the customer use a familiar password (e.g., email) or use their birthdate, name, etc. as a password.
• Library Card Policy: All customers, including children, must have an ID or library card to check out items as they are responsible for any fines or fees accrued on the account.
• If you allow a child to check out items without a library card or ID (from either the child or parent), you are changing liability from the parent to yourself.
• Do not check out items by opening customer account from display user tab in Sirsi without first having the customer present a library card or ID. Anyone can return books.
• A parent has to be present when presenting ID for a child to check out, and the parent ID has to match the name on the child’s account.
• Blinds and Lights: Branches have been asked to close blinds during the day. This will now be a part of opening procedures. At closing, blinds will be re-opened for security reasons. Remember: lights are to be turned off at closing, and lights should be turned off in areas not in use.

Third Topic: Open Discussion

• Make sure customers trying to get a library card have a valid ID/DL and that they don’t already have an existing account. If DOB and ID/DL number match the application information then they are the same person.
• For youth, a good practice is to ask for guardian name to verify identity. (Can usually be found in the Extended Info field/tab.)
• If a customer provides an application with an address that does not match the one on the ID/DL but they fill out another application with the address on the ID/DL, they still need to provide something to verify the address on the first application because more than likely the information on the first application is the correct address.
• Unattended children: Children six years old and under must be attended and supervised by someone at least fourteen years old or they will be considered unattended and/or unsupervised. If a young child is with an older brother/sister, then the older brother/sister is the one attending them. Take the young child to the older brother/sister if they are being disruptive.
• If a parent is in the building, take the kids that are acting up to the parent and explain to the parent why their child’s behavior is not acceptable and ask them to monitor the child and his or her behavior.
• To minimize issues when checking in items, give return receipts to customers and watch screen as items are being discharged because sometimes a message will pop up.
• Watch the screen to ensure system is removing items from customers’ accounts (this includes when doing bookdrop).
• Handguns in Texas Libraries: Effective January 1, 2016, individuals licensed to carry a concealed handgun may now carry it openly in most locations, including public libraries.
• Anyone wanting to openly carry a handgun is required to be licensed.
• Gun must be holstered at all times.
• Law does not apply to library employees, so staff are not allowed to bring handguns into the workplace or into their employer-owned vehicles used for work.
• Law does allow a licensed person to carry to have a handgun stored in a locked personal vehicle in the employer’s parking lot.
• When this law goes into effect, staff will not be allowed to ask customers if they have a permit for their firearms.
• It is currently – and will remain – illegal to brandish a firearm or remove from holster without merit.
• Staff can ask customer to holster weapon, but J. Santoyo and M. Ryans asked for staff to alert them to the situation.
• Police can be called is customer refuses to holster weapon.
• Tasers and pepper spray are considered weapons and are not permitted on COH property (including libraries).
• Links to relevant (current) COH policies:
• Executive Order 1-37 Security on City Premises
• Administrative Procedure 3-21: Violence in the Workplace