April 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

April 22, 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)
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)

Not in attendance:
Karl Beck (Library Assistant)

Topics of Interest:
Icebreaker
Reminders
Updates
Training
Open Discussion

First Topic: Icebreaker
Staff had to write a statement and/or sentence to complete a phrase. Each staff member then had to read their statements in conjunction with another staff member.

Second Topic: Reminders

• Deposit: Please do not open the register to count monies until after the building is clear of customers and is locked. 
• Closing: Blue Ridge is closed for renovations. 
• Kronos: Please send an email for any issues on your timecard, that includes trainings that supervisors are aware of. Missed punches, duplicate punches, early/late punches - all of them require an email to a supervisor listing 1) a reason for the punch and 2) in the case of missed punches, a time to place into Kronos.
• Also, please make sure you are not accumulating any unscheduled compensatory time by taking shorter lunches. If you are making up time, you should be diligent in ensuring you are shortening your time by the correct number of hours. Ex: If you arrive at 9:30AM, then you would take a 45-minute lunch.
• Meeting Room: Usage has decreased since TFL was implemented, but it is still important that staff at the desk get the statistics from users in the meeting room.
• Outside Branch Events/Duties: Please remember that before you sign up for any outside activities/duties that you need to first ask a supervisor for permission. We often do make concessions so that staff can attend this activities, but we need to make sure that the buildings are staffed for programs and lunches. 
• Suspicious Emails: Remember to delete any suspicious emails in your inbox. You should recognize them because they often contain misspellings, very little information in the body, weird email/domain names, etc. You should not open any attachments on those emails. If you do open an attachment, notify HITS (832-394-4487) immediately.
• Open Carry Signs: Remember that the Open Carry signs should be put out every time you have a school visit. Since we're gearing up for SRP, I will continuously remind staff of this.
• Work Progress Reports: These are due by April 30, 2016. Please make sure that you are prepared for any skills test/technology assessment you have been given. If you have programs, please make sure your programs have been entered. We will be rating your work from July 2015 - March 2016.

Third Topic: Updates

• Personal Mail: We are not allowed to receive personal mail at the library. There is an actual city policy regarding this matter. GSD staff have been notified of this as well. (This does not include work-related items such as giveaways or materials for programs.)
• Relevant Links: 
• 1. Employee Guidebook Section Section VII - Policies): http://www.houstontx.gov/hr/guidepages/section7.htm#use
• 2. Mayor's Policy 503 Conduct: Personal Telephone Calls and Mail: http://www.houstontx.gov/mayorspolicy/503.pdf
• Telecheck: Customers can now pay with debit cards. We should be able to provide the PIN pad to customers so that they can enter their PIN. If there are any issues, please let a supervisor know.
• Job Postings: There are several jobs online now for interested staff - Customer Service Supervisor at CEN, LII position for OAK/ACR, Senior CSC and full-time CSC positions for COL, SWX, WAL, JUN. If interested, please apply and email Laurie Covington so that administration is aware that you've put in your application.
• Encrypted Email: Be advised that COH is now doing encryption on emails that contain personal health information or personally identifiable information. The servers have the ability to scan attachments in outgoing mail in outgoing mail. If such information is found, the server will bounce the email back to the sender. Going forward, you have to add the keyword ENCRYPT in the subject line of emails containing this information. If you receive such a message and there are no personally identifiable information/health information, please contact HITS Security.
• Remote Meetings/Camera: We have new portable cameras for staff that can be used to meet remotely with other team and/or committee members. A training for staff will be conducted in the upcoming weeks.

Fourth Topic: Training

• CBC Contest (iPads): M. Ryans conducted a training on how to take photos using the Insta Booth app on the iPad. 
• Instructions can be found here. 
• Staff created their own imaginary friend and took each other's pictures using the Insta Booth app. Photos were labeled accordingly and uploaded to the branch's Google Drive.