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.)