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• Executive Order 1-50 & HERO: HERO was repealed by voters, but EO 1-50 (which was recently viewed as an online training) is still in effect.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.