June 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

June 03, 2016

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)
Alena Lee (Customer Service Clerk, Part-time)
Ana Santana (Customer Service Clerk, Part-time)
Pedro Fonseca (Senior Manager)

Topics of Interest:
Icebreaker
Managers Meeting
Staff Discussion
Team Building
Open Discussion

First Topic: Icebreaker
Staff split into two teams and played Taboo. The object of the game was to get your team members to guess a word without using noted key words.

Second Topic: Managers Meeting
Link to May 2016 Managers Meeting Notes

• Updates: CE Administration is continuing with the forward momentum inspired by M. Gorman. They are not making any changes to anything that has already been put into place.
• Juvenile and managers meetings are still mandatory.
• Lunch chats will continue with Liz, Mary, and Laurie hosting. The next one at Kashmere NL isn't until December 8th.
• Sprockets: When submitting Sprockets, please make sure to 1) check the open requests to ensure that the request has not already been submitted and 2) use the correct code for the problem. If you are not sure, please ask.
• If you make a mistake and use the wrong code, you can call the GSD Call Center (832-393-8400), and they will fix the problem.
• Mondays: Staff can work in closed locations provided that they are accounting for the work being done. No one will be scheduled in closed locations all day. At most, it would be 2-4 hours and not every Monday.
• HISD Partnership
• Learning Link Cards: Administration is 95% there with this initiative. The goal was to get library cards to all HISD students. There will be some changes with this new card. Details will follow. Mandatory training will be attended in August by juvenile specialists and managers.
• The goal is to have this done by the time school starts.
• They are also looking to provide virtual Learning Link cards to 29,000 HISD employees. This would allow teachers to use HPL databases and other electronic resources.
• COH budget passed. HPL, Parks & Recreation, and HPD were the only departments that did not have their budgets cut.
• There are some positions open. Continue to check the COH employment page for job opportunities and if you apply, please let Laurie know.
• There will be a freeze on personnel actions from June 25-July 2 due to the end of the fiscal year.
• HR will still post positions, interview people, and vet candidates, but they won't be able to give anyone an effective date for selected positions.
• A new HOPE increase is effective July 22nd. No promotions or salary increases for the July 2nd pay period. New hires and start dates would occur after that date.
• Digital Strategies
• Discussed the possibility of securing the Wi-Fi. Access would require customer to have a library card and PIN. There are issues with having open Wi-Fi but there are also issues with tying access to having a library card (e.g., users who are not able to get a card would not be able to access Wi-Fi).
• Still going through RFPs for a new contract for printing/copying services. Looking to address the change issue, debit/credit card usage, printing from personal devices, etc.
• Spaces
• Along with Digital Strategies, they are looking to create "TechLink" platforms at various HPL locations. Some locations will be a dual library and tech center; others will be primarily tech centers.
• TechLink staff would be part of Digital Strategies.
• Scenic Woods would be the first one. Other branches for consideration are Dixon, Pleasantville, Acres Homes, and Hillendahl.
• There is no timeline as to when this will be completed/go into effect.
• Will provide different types of digital spaces for customers. 
• Link to TechLink information on the Intranet.

Second Topic: Staff Discussion

• SER intern: Intern will start on Tuesday, June 14th. Percy is still working on trying to get us at least one other intern.
• Workflow:
• Remember to plug in the laptops at night. There have been issues with laptops not being plugged in at LAK.
• Also at LAK: carts will be stored in separate bathrooms to prevent damage to entryways.
• KAS: If you take disks out of the DVD and/or CD cases, please place the empty cases on the cart to be shelved. Do not place them in the wire basket. If the disks have been removed and filed, then the DVD/CD case is ready to be shelved.
• Shelf Reading Training: Date to be announced, but it will be sometime in June or July.
• HEAR:
• Evaluations are due by July 31st. 
• IT Issues: The website for Intercontinental Airport - specifically, the one people use to take the onboarding test - does not work on public computers and public laptops. The issue has been reported. As of now, it has not been resolved. Please let customers that come in wanting to use the computers for that purpose know about the issue.
• Remember that a best practice is to forward incident tickets to other staff members so that they are aware of any issues happening at either location.
• Summer Food Program: 
• Promotion: Please promote the program as much as possible. Most of the kids do not like the food, so there is a bit of push-back, but just remind them during the lunch and snack time that the food is there.
• Some staff have go around the branch and encourage kids in the library to come eat - that's a good practice. 
• Work as a team. Someone can serve lunches/snacks, another staff person can round up the children.
• DO NOT force anyone to go into the room.
• Expectations:
• Follow all policies and procedures:
• We cannot serve 2nd lunches or snacks
• Kids nor adults can leave the room with the food. They can take a fruit/vegetable or the sandwich. Anything else must remain in the room.
• If you see adults eating the food, you must ask them to cease doing so. If they attempt to leave the room with the food, you must stop them. Do not do anything drastic. Please do not fight with them. Telling them they cannot take it suffices.
• We cannot heat up the food for kids. They must be handed the food as is in the box. We've started bring the microwave into the meeting room during the lunch program so that kids can warm up their food.
• Remember to count meals at point of service. Mark sheet immediately after you hand out a box. Do not hand out 10 boxes then mark 10 slots. That's against policy. Hand out a box, then mark on the sheet. Repeat.
• Stay in compliance because inspectors from both the City and State could make an appearance.
• Kids can continue eating after 1PM but we must immediately cease distributing lunches at 1PM.
• Every full-time employee in this grouping is a site supervisor. If you are distributing snacks and/or lunches, your name goes into that field.
• Lunches seem to be arriving around 10:30AM this year, so if we keep the same driver and/or route, we might not have to adjust schedules too much this summer. This can always change though.
• Summer Reading Program:
• Both locations have received SRP books. Remember that each kid gets a free book when they sign up for SRP. 
• Registration prize (the free book) should be rewarded in the Summer Reader software. Please do not forget to do this. Prizes are limited.
• Booklets: Publication of SRP booklets have been outsourced, so it might take a while get get more copies since they are no longer being done by Print Shop.
• Please do not hand out booklets as if they are flyers. Hand them out to kids/parents that register for the program.
• If a parent or child wants one, encourage them to sign up for the program. If they refuse but still want a book, give it to them. Do not argue/fight/fuss with customers.
• Be conservative when distributing the books, especially since both locations are handling a lot of group registrations.
• Please remember to promote SRP - and all programs - to customers that you speak to at the desk, on the floor, in programs, etc.

Third Topic: Team Building

• Staff split into two teams and played Family Feud. 

Fourth Topic: Open Discussion

• Discussed coverage issues at other locations and impact on work that is being done in branches.