March 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood NL Grouping

March 4, 2016

In attendance:

Jose Santoyo (Assistant Manager)

Dionne McLaughlin (Senior Library Service Specialist)

Juan Lopez (Senior 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)

Not in attendance:

Melissa Ryans (Manager)

Twanna Wade (Senior Customer Service Clerk)

Linda Adams (Customer Service Clerk)

Topics of Interest:
Icebreaker
Managers Meeting
Staff Discussion

First Topic: Icebreaker

• 5 Things in Common - Staff was divided into two groups and each group had to come up with at least five things each group member had in common (no body parts or clothing items were admissible as things they had in common). A speaker from each group then shared what the group members had in common.

Second Topic: Managers Meeting

• Link to February 2016 Manager Meeting Notes
• Link to handouts from meeting
• Incident Reports: While staff were in their groups, they were asked to grab the sample incident report handouts and as a group analyze and share what they believed was right and wrong about each incident report. After the groups discussed the incident reports the entire staff when over each entry on the reports and shared why they believed it was right or wrong.
• Budget Cuts: As of right now, no layoffs are planned. Cuts are going to be made by taking funds out of other areas. Materials is the area that will see the biggest cut more than likely. The cuts have to be between 5% and 7%, or 1.9 to 2.2 million dollars.
• Open Carry Signs: These are to be displayed by the main entrance when a school sponsored event is taking place. A school-sponsored event is one in which a school that is part of a TEA recognized/registered school district is present in the building. 
• If a person is openly carrying while the school is present, we are to ask the customer to either go leave their weapon in their vehicle or leave the building while the school is present.
• As much as possible, staff should be proactive in letting customers know ahead of time when a school will be present. Staff should also provide customers when the expected end time of a school-sponsored event.
• If the customer refuses to leave, staff are to contact 911 and let the police handle the situation.
• DO NOT engage in confrontations with customers who refuse to leave.
• The signs are to be used ONLY during school-sponsored events. The signs should also not be used for any other signage but the ones displayed in the holder.
• Link to blog post on how to find out if a school is recognized and/or registered.
• Link to search for public schools
• Link to search for private schools
• Discards: HPL is becoming more streamlined in the processing of discards. Branches now have a "FRIENDS OF THE LIBRARY" stamp with which we are to stamp the books that are being sent to Friends. This is intended to cut down on the processing time at the warehouse and in turn the wait time for boxes to be picked up from HPL locations and taken to the warehouse.
• Make sure that only items that are wet, moldy, or in seriously bad condition are discarded.
• If you would not buy a book in that shape, do not send it to FRIENDS.
• If you are unsure if an item is a discard or friends item, err on the side of caution and send it to FRIENDS.
• Staff Appreciation Funds: Staff voted and decided on having a catered luncheon on a date to be determined.
• Customer Service Review Program: This is a new secret-shopper initiative which will be done mostly using volunteers but some staff as well. It will include both in-person and over-the-phone interactions. 
• It is not going to be used for disciplinary actions for individuals or locations.
• It is not going to be used for incentives or demerits.
• The main goal is to see how we are doing as a whole across the system and to bring out more standardized customer service across the system.

Third Topic: Staff Discussion

• A. Perry stated that Juan and Twanna's technology trainings were very effective and helpful. As a result of the trainings she has been able to help a lot of customers.
• J. Lopez stated that he and Twanna were taking requests on topics for future trainings, but if they do not receive any requests they will come up with topics on their own.
• Mark Item Used Pilot: Good for roaming the library and making staff more visible to customers. Use of handheld device to scan items on the spot would eliminate many extra steps and make things more efficient. 
• When in doubt, staff should scan items so that they are cleared from the system and the items are not shelved while they are on someone's account or have holds on them.
• Summer Food Program: All full-time staff are scheduled to attend a site supervisor training session beginning next week. This was done to ensure that as many of us as possible were available to sign paperwork and be on-site for deliveries.
• M. Ryans sent out an email with the schedule for those staff that were enrolled, so please be sure to review that email.
• Applications: Please double-check Sirsi for duplicates and make sure you search by at least three different ways: 1) ID/DL, 2) birth date, 3) name
• On youth cards, make sure that all boxes on the application are checked, specifically the ones about laptop permission and what was used to verify the youth's identity (e.g., in person, birth certificate, etc.)
• Remember that we are required to ask customers if they would like a voter's registration card, so be sure that that box is checked as well.
• iPad Crayola Kiosk (KAS): The power adapter (the yellow plug) has to have the light on in order for the iPads to charge. If the light is not on, press the red button (the reset button), and the light will come on.
• A committee is being formed to come up with rules and guidelines for the iPad literacy station.
• P. Fonesca asked staff to monitor the station as much as possible.

February 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood NL Grouping

February 01, 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)

Topics of Interest:

Introduction of New Staff

Icebreaker

Managers Meeting Notes

Staff Discussion

Open Discussion

First Topic: Introduction of New Staff

• Alena Lee, the new part-time CSC, introduced herself and thanked the staff for making her feel welcomed.

Second Topic: Icebreaker (Year of the Coin)

• J. Santoyo distributed pennies to all staff. Staff had to look at the year on the coin and answer three questions:
• 1) Where were you that year?
• 2) What were you doing or what do you remember the most about that year?
• 3) If you could change anything about that year, what would it be?
• Once again, the staff enjoyed the icebreaker, and they learned a little bit more about each other.

Third Topic: Managers Meeting Notes

• Link to January 2016 Manager Meeting Notes 
• COH / Mayoral Updates: No budget updates, but one of Mayor Turner's goals is to close the budget shortfall. He expects that doing so will be a "shared sacrifice" amongst all COH departments. This does not mean or imply layoffs. There is a "hiring frost" at the moment, and departments are being asked to fill only those critical positions. Some positions are taking as long as three months to fill.
• ConnectED: Dr. Lawson went to Washington, D.C., for a conference about how the library plays a vital role in children's literacy and to promote and grow our relationship with HISD.
• Foundation Director: Sally Swanson is the new Foundation Director.
• Digital Strategies Updates: IT is working to launch a new Computer Reservation system. The contract Coin Copiers expired, so they are going to start researching new proposals for printing services.
• Please start filling out the surveys IT sends you after a ticket has been closed. They help with customer service training and provides feedback about services.
• Please do not duplicate calls. You may call for an update, but if an issue has been reported, please do not report it again.
• Arts and Crafts Room @ CEN: There is a dedicated area for staff needed supplies and space to do any arts and crafts projects such as displays. Another purpose of the room is to engage volunteers and have them help make premade things that are needed.
• The space is located in room 455 (on the 4th floor) and has some supplies already stocked that staff might need (e.g., workspace, butcher paper, die-cut machines).
• There is no set schedule to use the room.
• There will be ready-made kits available.
• If you wish to take a trip to Central to look at the space or utilize it, please let M. Ryans or J. Santoyo know so that we can work the request into the schedule.
• You will have to be swiped in to get into the room, but the staff in the Kid's Room are there if you need entrance.
• Outcome-Based Programs: As a system, administration will be establishing goals for some (not all) library programs and examining the impact or outcomes of these programs. It's not about quantity but quality of the programs (e.g., How do our customers benefit from storytimes?).
• This will be a centralized process moving forward, and one of the first programs being analyzed is the Very Ready Reader Program.
• Process will require surveys to be distributed before and after programs or sessions to measure outcomes.
• If a customer speaks to you about a positive outcome (e.g., someone got a job because of Open Job Lab), please don't keep it to yourself. See if they would be willing to "go on the record" with their compliment, and if so, take down their name and number. Those stories should not stop with you.
• Link to handouts: Outcome Measurement Presentation
• Link to handouts: Outcome Measurement
• Financial Services: There are still issues with the Telecheck machine at both locations. IT and Dimitri Revada in Financial Services are aware of the issue.
• Please run the credit card and/or check transaction first before doing the transaction in Smart Money.
• If there are any issues with a machine not doing a close out batch at night, we can force one by pressing CREDIT -- MORE -- CLOSE or CHECK -- CLOSE.

Staff Discussion

• Time and Attendance Guidelines:
• During the benefit year (Sep. 01 - Aug. 31), any sick hours used over the allotted 64 requires a doctor's note.
• Wellness hours cannot be used to treat an ongoing illness or injury. If you use wellness hours, a doctor's note is needed to show proof of how time was used. This is needed in case of an audit.
• Remember that you must call in to the branch and/or supervisor no later than 30 minutes after the start of your shift.
• Everyone should be calling the branch first to alert staff or PIC of your situation. Everyone should have the private lines - not public lines - saved in their phones.
• Policy also dictates that employees cannot make up more than 4 hours in a given week. Again, there are always special circumstances, and each individual situation will be taken into account when determining the amount of time you are able to make up.
• Relevant documents:
• Notification of Tardiness or Absence
• Hours, Time, and Attendance
• Shelving Issues:
• Do not shelve items based on how a book looks (where you think it should go). You should shelve items as required by the call number (as everyone has been trained).
• If you think a book is mislabeled, communicate your concerns to a supervisor. They will look into the issue and report any concerns to LMS.
• At Kashmere, DVDs and CDs have been found in the cases on the shelf. The procedure is to place the discs in an envelope and file them in the filing boxes by the number on the card and shelve the case.
• The non-fiction DVDs at Kashmere will be interfiled so that they can be properly shelved and paged. This will be different from the previous arrangement, wherein the items were shelved based on category (e.g., National Geographic, History Channel, etc.)
• Link to the appropriate blog posting on change: Change in DVD Arrangement at KAS
• Supplies: If you use the last of something, please let Twanna or Dee know so that they can order more of it. We should not be running out of something just because there was a lack of communication.
• Delivery: If you a "time sensitive" envelope, please open it and place out flyers. If the flyers have a paper that says, "Please discard previous flyers," please remove the old flyers (recycle them) and replace them with the reprints. Do not leave both versions on the desk.
• The only items that should go on the managerial desk are any items addressed to manager, supervisor, or person-in-charge.
• Important to make sure the appropriate items are being placed out on the floor since some of them are time-sensitive.
• Remember that you should be completing all tasks related to delivery when scheduled for delivery. This includes putting up the bins (taking them to the front in some cases), putting all holds on the hold shelf, distributing items addressed to the appropriate persons.
• Supplies should be set aside. Please let Twanna or Dee know when supplies have arrived so that they can verify items and follow through regarding any issues.

Open Discussion

• Mark Item Used: 
• We will be creating a workflow to be used by the system, not just ours, so we need to think of how this would work in all locations.
• Staff settled on having a dedicated area for items picked up around the branch. Staff will be scheduled time on schedule to scan items under the Mark Item Used function. Items will be shelved and/or placed on shelving cart.
• Staff will do pick ups during their scheduled roving times.
• M. Ryans distributed a how-to-guide for the process. 
• Staff should watch the screen for any pop-ups because scanning the items in the function does not activate holds, discharge items, etc.
• Anything removed from the shelves are to be counted, even those items used for programs.
• Brainstormed workflow. Agreement that items would be placed on cart behind CSD at Kashmere and in a bin at Lakewood NL. Items will be processed as scheduled and shelved (if time allows) or placed on carts to be shelved at a later time.
• Link to Handout: Using the Mark Item Used Function
• Monies for Staff: Consensus from staff was to use it to go out for dinner or do an activity after hours. More discussion to follow and a decision to be made later.
• Meeting Rooms: Be sure to initial the form and the entries on the calendar. Linda is checking reservations to ensure that there are no double-bookings or other issues, but we need to know who took the reservation, and the way to do so is by having the person receiving the application initial and date.\
• Wellness: The deadline is March 12, 2016, for completing the other requirements needed to get the discount on next year's medical benefit. The posting is on the blog for the requirements. COH Wellness has also been emailing employees. You can check mycigna.com to see how much of the requirement you have completed.
• Staff Workstations/Desks: Some workstations are assigned, and as such items on them need to be respected and left alone. Do not move things from desks and certainly do not throw them away.
• J. Santoyo introduced a new way to celebrate birthdates: staff will get to choose between cake and drinks or a gift card, which will be presented to the staff member during one of the staff meetings.

January 2016 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood NL Grouping

January 04, 2016

In attendance:

Melissa Ryans (Manager)

Jose Santoyo (Assistant Manager)

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:

Dionne McLaughlin (Senior Library Service Specialist)

Topics of Interest:

• Icebreaker
• Managers Meeting Notes
• Staff Discussion
• Open Discussion

First Topic: Icebreaker

• J. Santoyo hosted the icebreaker "Two Truths and a Lie." Staff seemed to enjoy it, and most of the staff easily guessed which of the statements was a lie. J. Santoyo told staff that the icebreakers would be a part of all staff meetings going forward.

Second Topic: Managers Meetings Notes

• Link to December 2015 Manager Meeting Notes
• Staff Updates
• System-wide:
• Melinda Campbell is the new Assistant Manager at Collier.
• Julia Bradley is the new Manager at Collier.
• Marcia Cameron-Denton is the new Manager at Alief.
• In-house:
• Alena Lee was hired as the new part-time CSC for our grouping. Her start date is January 19th. She will be housed primarily at Kashmere NL.
• Employee Assistance Program (EAP)
• EAP is here as a resource to aid employees who are having personal and/or professional issues. Professional issues can include issues such as harassment, bullying, adjusting to a new position, etc. Personal issues include depression, anxiety, stress, etc.
• EAP provides both short-term counseling and long-term counseling.
• Supervisors can (and are encouraged) to recommend EAP as a resource to employees, especially if personal issues are having an impact on job performance (e.g., punctuality). Remember that this is not a judgment but a recommendation in order to assist you in getting whatever help you need to be successful both professionally and personally.
• First session is often on COH time. The rest will have to be scheduled using your off time or accrual hours.
• Employee is not required to go to EAP.
• EAP representative can be deployed to the location if needed (e.g., death on the job, traumatic event, etc.)
• For more information, please review the resources below:
• COH EAP Page: http://houstontx.gov/hr/eap/
• Guidance Resources (Part of EAP): www.guidanceresources.com
• Handouts distributed at staff meeting
• HOPE Raises
• Starting this year, staff should see up to a $0.50 an hour raise on their checks. It should appear on the January 22nd check. The raise is dependent upon 1) if you are below, at, or above the midpoint for your paygrade and 2) how close you are to that number. (The closer you are, the less the raise). 
• Here is a link to the blog post discussing this more in-depth. 
• Mileage Reiumbursement
• Checks will not issued for amounts under $100. 
• Staff must now submit a petty cash form and pick up the amount from Financial Services at Central.
• Staff can authorize a supervisor to get the money, but they must notify Financial Services in advance that you are authorizing someone else to pick up your monies.
• If you do get a check from Financial Services for anything, please cash it immediately.

Third Topic: Staff Discussion

• Desk Guidelines: Just a reminder to 1) not have your cell phones out at the desk and 2) do not browse the Internet while at the CSD. You may continue to utilize HPL and COH websites/blogs for special projects happening at the branch (e.g., skills tests).
• Keep eyes open to keep circumstances under control.
• Be mindful of the CSD when assisting customers on the floor and don't leave coworkers alone without telling them.
• Telecheck Machines and PIN Pads:
• Please start using the PIN pads to process all credit card transactions. Instructions will appear on the FD200 (the original Telecheck machine).
• Checks are still processed through the old Telecheck machine.
• Watch the screen closely and follow the instructions, as due to some software updates the sequence of instructions might have changed.
• Kashmere NL has received a new Telecheck machine, so be sure to start copying the close out receipts. Place copy in the SMM binder and place original in deposit bag.
• The old Telecheck machine has been sent back to Dimitri Revada in Financial Services.
• WPRs and Skills Tests: This month, all staff will receive another WPR to update them on their progress in regards to their professional development and HEAR. Everyone with a skills test should have also received an email regarding the questions that will be covered when supervisors meet with staff to conduct the skills test. While you will be scheduled time off desk to go over your questions, you are also encouraged to use downtime to review the questions. As always, you are also encouraged to use your supervisors and teammates as resources.
• Technology Training for Staff: J. Lopez and T. Wade have offered to host in-house technology training for staff.
• Will start late-January/early-February and will be held on alternating Fridays so that everyone has a chance to attend a session.
• Schedule Changes: J. Santoyo announced a change to the schedule. Moving forward, staff will be assigned 1) a two-hour block time on the desk/floor and 2) an hour wherein they were allowed to prioritize tasks to get things done. Duties would not be assigned for this hour. Rather, the onus would be on staff to look around and see what needs to be done and do it. This can include catching up on shelf reading, completing a skills test, shelving, etc.
• Format of schedule change will be changing to give more autonomy to staff as to what duties they need to accomplish.
• Staff will see PIE on the schedule, which stands for Prioritize, Initiate, Execute.
• M. Ryans stressed to staff that they would be held accountable for using the time for work-related tasks. 
• This new change will be continuously assessed throughout the year in order to gauge the impact (positive or negative) on staff and workflow at the branches.
• Monies for Staff: We have a total of about $200 to spend on staff ($25 for placing in the Holiday Mask competition and $180 from NL Administration). This cannot be spent on gifts or gift cards, so we should focus on spending it on staff events such as holiday parties, staff appreciation events, teambuilding events, etc. Staff should think about this. We will revisit in next month's meeting.
• Suggestion: Going out to eat as a group.

Fourth Topic: Open Discussion

• Open Carry:
• Reminder: COH employees cannot carry weapons while on duty or on city premises. They can, however, transport or store a firearm in a locked, privately-owned motor vehicle in the parking lot.
• All guns must be concealed or holstered (if displayed openly).
• Gun can be a handgun or long handgun.
• Customers cannot bring in a handgun during school-sponsored events. (HPL will update us on this. Details will follow.)
• Can ask customer to remove weapon and lock in vehicle if they are present when a school-sponsored activity starts.
• Visits to the library by classes from nearby schools would count as a school-sponsored visit.
• Daycare visits are not exempt (if this changes, will update staff accordingly.)
• Reminder: Staff do not have the authority to ask a customer if they have a CHL or to present their license. Only LEOs can do this, so please do not ask this of any customer openly carrying.
• If you are concerned about someone openly carrying (e.g., they are acting suspiciously and/or aggressively, threatened you or another customer, etc.), let a supervisor know or call HPD.
• Reminder: Do not get into discussions with customers about open carry laws. HPL has provided a statement you can give to the customer (don't have to memorize, but this was posted on the blog here). Also, do not provide the media with any comment other than the one HPL provided (that can also be found on the blog here).
• Reminder: Use your judgment if you encounter someone openly carrying. If they are merely using library services, then they are acting within the law. HPD will investigate persons calling 911 to falsely report those persons lawfully carrying. As always, if you do have any concerns, contact a supervisor.
• Links to various resources:
• Blog post on Open Carry (email from Dr. Lawson)
• HPD COH Open Carry page
• Open Carry posting on Intranet 
• Firearms Legislation Overview (COH)
• Branch Issues:
• Discussed suspension of customer KM. 
• Staff have started scanning items on the shelves at Lakewood NL.
• Kashmere NL has been selected as a notary site.

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.

October 2015 Staff Meeting Notes

Meeting Notes

Kashmere/Lakewood NL Grouping

October 26, 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)

Karl Beck (Library Assistant)

Joseph Asberry (Customer Service Clerk, Part-time)

Ana Santana (Customer Service Clerk, Part-time)

Not in attendance:
Ann Perry (Customer Service Clerk)

Dee Hunter (Library Assistant)

Topics of Interest:

• Managers Meeting Notes
• Staff Discussion

First Topic: Managers Meeting

• QMS: Volunteers are still needed to assist with this project. If you are interested, you must create a Gmail account (if you don't want to use your personal one) and send that information to Laurie Covington in CE Administration. Please copy your supervisors so that we remain informed of any additional duties you are undertaking and can schedule you accordingly.
• New Hires:
• Edgar Fuentes is now manager of Stella Link.
• Dena Melvin (external hire) is now manager of Park Place.
• Tula Gorden was promoted to LII and will manage Mancuso.
• Angela Barrett is the Youth Specialist at Collie.
• Jayla Parks is the Youth Specialist at Alief.
• Circulation Administration is now under Digital Strategies.
• CMC: Lot H will be open for staff to park for the Fall Festival. Shuttle service will be provided. Please wear your red HPL shirts (this does not apply if you intend on going in costume). There are 10 days left for donations. Please get with Jose if you have any questions or want to donate or assist with the booth.
• HPL Programming received a grant for ASZ that will be used to provide STEAM Kits for locations. More details will follow.
• Health Assessments are due by October 31st if you have medical benefits with COH. 
• Please be sure to complete this assessment on time or else you will not get the $600 discount next year.
• If you went to the doctor anytime this year, you can use those numbers. 
• There are several biometric screenings taking place this week. Check your email for more details and let a supervisor know if you want to intend.
• MakerFaire: HPL would like some volunteers to assist with covering the booth. It is on November 14th. Please let me know if you would be interested in volunteering.
• Paperbacks: LMS have started receiving cataloged paperbacks. These titles will appear in the catalog, and customers will be able to place holds on them. 
• Though the item record in the catalog will say Paperback, it is recommended that items be interfiled. (This is partially done at KAS and LAK.)
• Automatically Yours titles will start arriving with yellow label protectors over the call number sticker. This is due to a new subscription model with Baker and Taylor that allows HPL to return unneeded copies of books as demand drops for a title. These items will also no longer have the HPL property stamp acorss the top edges of the pages.
• GSD Security: There is a new public loss investigator, Zachary McMahon. There is also a new Senior Project Manager at Central, Armondo Bell.

Second Topic: Staff Discussion

• Please place all food/drink trash in the tall trashcans in the kitchen. There is a reason those trashcans are tall - it is too keep out bugs and pests. The trashcans by the desks should be use for other sorts of paper and debris, not food and drink.
• If you choose to eat a desk while using a computer, I expect you to clean up after yourself. This means wiping down the keyboard and mouse, wiping up crumbs, etc. 
• Workstations are assigned and are used on a daily basis for work, so we need to be proactive of keeping this workstations clean. Let's do our part to keep the equipment in clean, working condition.
• Customers are allowed to conceal carry in the library. We are still waiting official statements, policies, and procedures, and staff will be updated accordingly.
• In order to assist with preparing staff, M. Ryans will be attending the Open Forum on the Open Carry Law on November 4th. 
• Staff will be assigned to watch the Workplace Violence training on TMS. Deadline to view this training is December 31st.
• Staff will continue to be assigned to view the Run, Hide, Fight video.
• The group will continue to discuss open carry law and collaborate on best practices as a way to acclimate staff to the impending changes.
• Gwen Walters has visited several locations to conduct fire drills. 
• Top things to remember: 1) staff do have to collect laptops during the drill, 2) doors will remain unlocked during drill, and 3) we cannot force customers to participate. 
• More information about these fire drills will be providing in the coming weeks/months.
• Holiday Party: Staff need to RSVP by November 13th.
• Learning Link Cards: Staff can update record with phone number and/or email if customer does not have that information on their account (this is used primarily to contact them if a hold arrives).
• Please DO NOT change anything else on the record. 
• If parent wants to get the child a regular card, you have to create a new record for the child OR update an old record (NOT THE HISD RECORD) if the child has an old card.
• If you have any questions about this, please ask.
• Emails/Blogs: Remember that you are ultimately responsible for reading the emails sent to you by COH and HPL. All staff are accountable for knowing what is in emails sent to all staff.
• Check COH email periodically (best practice is twice a day), and let supervisors know if you have any questions.
• Axis360 Training: This is mandatory for all staff. Lakewood staff can view the live webinar on Thursday morning 9:15a. Dionne and Linda will view it on Thursday at 11:15a. The rest of us will view the archived webinar once it is live on HPL Training Portal.
• Clear Holds List: Some expired holds are not showing up on the Clear Holds list. Please scan the shelves even if there is no list on the Intranet to ensure that items are being pulled. Some items are being placed in MISSING status because they have expired and are supposed to be re-shelved.
• CMC: 
• Jose, Karl, and Ann will be at CEN early to set up booth.
• Staff will work in shifts to man booth.
• J. Santoyo presented some of the items that will serve as prizes.
• The blanket that T. Wade created will be raffled.
• They will get 3 darts for $2.
• Number of balloons popped = type of prize given
• Jose asked for staff to let me know if they contributed and/or would like to have monies from booth donated on their behalf
• Staff that want to take a lunch must be back at branch by 1:30PM no later than 1:45PM to open branch.
• Dionne and Juan are PICs (Dionne at KAS / Juan at LAK). 
• Dionne, Dee, and Ana are scheduled to be at Kashmere.
• Juan, Linda, and Joseph are scheduled to be at Lakewood.

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.)