September 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood Grouping

September 30, 2016

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)
Alena Lee (Customer Service Clerk, Part-time) Pedro Fonesca (Senior Manager)

Not in attendance:
Jose Santoyo (Assistant Manager)
Ana Santana (Customer Service Clerk, Part-time)

Topics:
Team Building Activity - Jeopardy!
Managers Meeting Highlights
Staff Discussion
Open Discussion

First Topic:
Jeopardy!: Staff were assigned into three groups to answer questions about themselves. Topics included their favorite books, movies, and the location they started at HPL.

Second Topic: Managers Meeting Highlights
Link to August 2016 Managers Meeting Notes

• Learning Link Accounts: 
• Learning Link accounts are now in Sirsi, and we go live with these accounts on Monday, October 3rd. Until then, these accounts are not to be used.
• Fred Schumacher emailed all staff an FAQ about these accounts. Read it carefully. There is a post on the blog about the FAQ, and it is linked to under "Staff Resources" as well.
• Staff Development Day:
• Staff should receive an email with the decal to park in Lot H.
• Remember: you must have your badge to get into the building.
• Registration ends at 8:45AM.
• FAQ is on the Intranet
• Notary: Staff with notary duties are considered "on-call" during their off-desk time. 
• The specific hour assigned to staff is highlighted in green on the schedule.
• We tried very hard to schedule staff so that at least one person is doing an off-desk task so that the people working the desk/floor or in a program are not pulled away to handle transactions (sometimes difficult through when short-staffed).
• Staff at desk should get assigned staff to handle the notary transaction.
• All notary fees go into the FINES envelope (envelopes at Kashmere NL will be updated)
• Pensions: Mayor has worked with HPD, HFD, and municipal pension system to try to get a reign on pension situation. If COH does not take care of it, the State of Texas will.
• More information can be found here.
• COH Drug and Alcohol Policy: COH has a No Tolerance policy regarding drugs, and alcohol is prohibited during working hours. Coming to work intoxicated or under the influence of drugs is also not tolerated.
• If a supervisor suspects that you might be inebriated or under the influence of drugs, the department can have you undergo a "reasonable suspicion" drug test. 
• If at any time a supervisor initiates the screening and you fail the test, you are automatically terminated.
• On the other hand, if you self-identify (meaning that you tell your manager before he or she reports it), you will not be terminated because you self-identified prior to receiving notification of the test.
• An abbreviated version of the policy (that was passed to all staff at the meeting) can be found here.
• The official COH policy can be found here: EO No. 1-12: Amended Controlled Substance and Alcohol Abuse

Third Topic: Staff Discussion

• Statistics: Please be sure to have all statistics for programs and outreaches entered into the program / HEAR logs by the 1st of the month. This is not always doable, but you should be attempting to enter stats if not every day then at least once a week.
• Deadline for statistics is very firm: they are due on the 7th of each month.
• Communications and other departments use those stats when reporting to various persons and entities.
• Trainings: Everyone has been enrolled in the A to Z webinar.
• So far, most of you will probably meet your HEAR goal by the end of this year. 
• Staff will receive 6 hours of training credit for attending Staff Development Day.
• Other Info:
• ILL - Only A/V materials (audiobooks, DVDs, CDs, etc., go in the bubble-wrap envelopes.
• Staff should place A/V materials in manila envelope and send to ILL (good practice: write A/V on the envelope so that drivers and staff know to handle package with care).
• Staff should provide customers will all components of the ILL item. For example, if the item comes in a plastic bag, provide customer with bag and let them know that it should be returned along with the items,
• Most of the time, additional components are labeled as such.
• Remind customers to not remove purple label - that is how ILL tracks the item, and ILL creates special barcodes that are different from regulation HPL barcodes.
• COH Employees: You can let COH employees enter the building when it is closed. This does not extend to employees of other companies and/or organizations. 
• If there is ever an issue when someone from another agency wants to enter the building when it is closed, contact me or Jose. In our absence, contact the Senior Manager or CE Administration (x32707)
• Sometimes vendors are sent to the location to work on something in the building and will ask for access. If you are unsure, contact me or Jose. In our absence, contact the Senior Manager or CE Administration (x32707) to confirm if a vendor was sent to the location.
• Criminal Activity: We are not responsible for criminal activity that occurs off library property. If a customer enters to complain or report a criminal activity that occurred off library property, allow them to use the phone to call 911 if it is an emergency.
• If it is not an emergency, provide them with the the HPD Non-Emergency number.
• The customer must make the call, and the customer must remain on-site until HPD arrives to give a statement. 
• We cannot act as an agent on behalf of customers for incidents that take place off library property.
• If a customer contacts HPD and officers do arrive on scene, do an incident report and get the incident number/information from the customer/officer.
• If the incident is occurring, then you could act as a "good Samaritan" and call 911, but do not get involved and place yourself in harm's way.
• If you are ever in doubt, contact your supervisor (or Senior Manager / CE Administration in the absence of a supervisor). 
• Gaming Equipment: Remember to power down the game consoles BEFORE unplugging them. This is especially true for the PlayStation 4 in the gaming room.
• Powering down the PS4 is especially important because not doing so can corrupt the system - the game even tells you so.
• To power down the PS4, press the PS button in the middle of the controller, then select "Power Down Console"
• Holidays and Vacations: Please start submitting vacation requests for the holidays. An email will be sent out next week. 
• Remember that supervisors have an obligation to make sure both locations are adequately staffed.
• Remember that supervisors have to be equitable and fair when scheduling vacation requests during the year, so please be flexible.
• Remember that the Floating Holiday ends on December 31st, and you must request it at least 30 days in advance. 
• Submitting the request less than 30 days will not be approved.
• Combined Municipal Campaign (T. Wade): Fall Festival is on October 28th. Tables and booths will be throughout the buildings and hallways too.
• Central will be open during this time, so there will be customers browsing tables/booths too.
• CMC runs from 10/01 - 10/31
• Employees can give online or can sell items to raise funds.
• Branches must choose to do either a booth or enter pumpkin carving contest. Entry fee for both is $5.00.
• Booth suggestion: Jeopardy game using poster board, index cards, etc.
• Still considering the rules of the games and operation of the booth.
• J. Lopez and K. Beck wanted to do the pumpkin carving contest.
• Staff cannot raffle items at the locations. They can get an agency to come in and do a raffle.
• Staff decided to sell drinks and snacks (e.g., chips, candies, water, etc.) at the locations.